Medical Administrative Assistant

We are seeking for a: Medical Administrative Assistant

Salary Range: $21.20 - $24.35 /hr

Benefits + 3 week’s vacation + 12 days of stat holidays per year + 10 days paid sick leave

Position Summary

The Administrative Assistant III works under the direction of the attending physicians and assures proper office administration, assists with coordinating clinic schedules for the supervising physicians and providing support for the physicians’ clinical practices.  The successful incumbent will also be required to provide administrative support for the physicians' teaching, research, and administrative duties.

Responsibilities include but not limited to:

• Maintains physicians' daily schedules (Outlook Calendar), coordinates meetings, educational lectures, committee meetings, etc.
• Processes incoming mail and responds when appropriate.
• Screens incoming emails and calls.  Evaluates nature and urgency of situations and either provides information or refers on.
• Maintains physicians’ CV and creates CV variations, as needed (i.e. Graduate School format; Common CV, STAR CV).
• Provides current common CV to collaborating researchers for grant funding requests.
• Updates STAR points as needed, tracks educational activities for Royal College purposes.
• Screening and filing of incoming mail and procedure results.
• Coordinates clinic schedules ensuring accuracy and notifying/reminding patients of upcoming appointments.
• Maintains a database of specific tests (such as cardiac catheterizations, cardiac surgery or percutaneous interventions) as required and liaises with the Triage Office at the Ottawa Heart Institute.
• Liaises with other administrative assistants within the Division, Department of Medicine, and the Ottawa Heart Institute, as well as other physicians’ offices.
• Typing/Dictaphone transcription of manuscripts, insurance letters, invoices, cover letters, etc.
• Assists with preparation of presentations as well as the creation and maintenance of spreadsheets.
• Maintains a record of residents/students rotating through clinics/consult service with physicians (for STAR purposes).
• Assists in completion of grant applications, ethics forms, formatting of manuscripts, etc.
• Reference management.
• Searching for and retrieval of research material from library and web sources.
• Support for submission of papers being sent to scientific journals for publication (i.e. creation of tables, figures, text; electronic submission to journals.)
• Provide general support to rotating medical residents/students.
• Updates and maintains schedules of medical residents/students rotating through Cardiology.

Qualifications:

• Secondary School Diploma (Grade 12) or equivalent
• Secretarial Diploma or equivalent (preferred)
• Minimum 3 to 5 years of previous related experience
• Good knowledge of MS Outlook, Word, Excel and PowerPoint
• Good organizational skills
• Ability to work independently
• Good judgment, initiative and excellent interpersonal skills
• Experience booking appointments, consultations, procedures and filing patient reports
• Knowledge of medical terminology
• Preferred knowledge of OACIS, SMS, STAR and Hospital policies and procedures.
• Experience with voice recognition technology (i.e. Dragon).
• Ability to communicate (written and verbal) in both official languages.

Please register online at: www.barbarapersonnel.com

or send your resume at: jcharbonneau@barbarapersonnel.com