Job Description
Maintaining calendar and schedule meetings, appointments and/or events; prepare necessary documentation for meetings, appointments and/or events; reschedule meetings, appointments or events based on availability to avoid conflict with competing and changing priorities
Maintaining awareness of the clinical/provincial program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
Submitting required information to support physician billing (if applicable)
Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
Supporting the administrative aspects of program’s academic and research mandates
Preparing annual program summary reports
Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
Making travel and hotel arrangements for staff and out-of-town visitors.
Prioritizing incoming mail and documents and distributing appropriately.
Photocopying, collating, faxing and distributing documents.
Proofreading documents for grammar and spelling.
Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
Maintaining both electronic and paper filing systems
Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
Ordering supplies as required.
Performing other duties as assigned.
QUALIFICATIONS
Criminal Record Check (Essential)
Diploma in relevant field (Essential)
Approximately 12 months of related experience (Essential)
Knowledge of medical terminology (Preferred)
Clinical terminology proficiency (Essential)
Bilingualism (English and French) (Essential)
Sound judgement, the ability to prioritize and adjust as required (Essential)
Ability to anticipate needs, as well as plan and prioritize work (Essential)
Ability to take initiative and work independently with minimal direction (Essential)
Ability to multi-task and complete tasks in a timely fashion (Essential)
Strong organizational skills (Essential)
Detail-oriented (Essential)
Discretion and a high degree of confidentiality (Essential)
Professional, effective, concise communication (both oral and written) (Essential)
Comprehensive use of MS Office including word processing, spreadsheet, presentation, email (Essential)
Use of a voicemail system, photocopier, multi-use fax machine (Essential)
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Please note you will be represented by the Laborers International Union of North America, (LiUNA).
Le poste peut être prolongé ou raccourci en fonction des besoins opérationnels.
Maintaining awareness of the clinical/provincial program’s activities in order to receive, prioritize and professionally respond to and direct queries from patients/families and other stakeholders (those requiring reports etc)
Supporting the program with human resources processes for new CHEO staff and medical staff including recruitment, hiring, orientation, onboarding, workstation/office setup. Collaborating with the University when appropriate.
Submitting required information to support physician billing (if applicable)
Establishing, developing and maintaining various internal office support systems such as electronic databases, tracking systems, filing systems, monthly reports, processing mail, confidential files and BF systems
Supporting the administrative aspects of program’s academic and research mandates
Preparing annual program summary reports
Making arrangements for meetings such as scheduling use of board and conference rooms, arranging or confirming attendance, preparing material and coordinating catering.
Making travel and hotel arrangements for staff and out-of-town visitors.
Prioritizing incoming mail and documents and distributing appropriately.
Photocopying, collating, faxing and distributing documents.
Proofreading documents for grammar and spelling.
Typing, transcribing dictated correspondence and formatting electronically based reports and correspondence; preparing spreadsheets; preparing documents for review.
Performing financial clerical functions such as billing, reconciling accounts, providing month end reports, monitoring, tracking and/or processing expenses related to travel claims, invoices, requisitions, deposits, receipts, enrichment fund reimbursements, etc.
Participating in the planning of special events by booking venue, scheduling speakers, ordering catering, audio visual equipment, registration, etc.
Maintaining both electronic and paper filing systems
Taking on special projects as assigned by management including coordinating activities, organizing functions, preparing reports etc.
Ordering supplies as required.
Performing other duties as assigned.
QUALIFICATIONS
Criminal Record Check (Essential)
Diploma in relevant field (Essential)
Approximately 12 months of related experience (Essential)
Knowledge of medical terminology (Preferred)
Clinical terminology proficiency (Essential)
Bilingualism (English and French) (Essential)
Sound judgement, the ability to prioritize and adjust as required (Essential)
Ability to anticipate needs, as well as plan and prioritize work (Essential)
Ability to take initiative and work independently with minimal direction (Essential)
Ability to multi-task and complete tasks in a timely fashion (Essential)
Strong organizational skills (Essential)
Detail-oriented (Essential)
Discretion and a high degree of confidentiality (Essential)
Professional, effective, concise communication (both oral and written) (Essential)
Comprehensive use of MS Office including word processing, spreadsheet, presentation, email (Essential)
Use of a voicemail system, photocopier, multi-use fax machine (Essential)
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Please note you will be represented by the Laborers International Union of North America, (LiUNA).
Le poste peut être prolongé ou raccourci en fonction des besoins opérationnels.
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Assistant, Perioperative Services position is now open for candidates interested in the Admin Executive sector. This role in Ottawa offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
