Administrative Support IV

Under the supervision of the Manager, Administrative Services, Department of Medicine, the Administrative Support IV will provide administrative support to multiple physicians and their patients, in an extremely fast-paced ambulatory care clinical environment with the ability to shift priorities as required to effectively support physicians and patient care. Duties include the following: Booking patient appointments in Connect Care with a high attention to detail and exceptional accuracy. Manage patient care information via incoming/outgoing fax and regular mail for physicians. Point of touch scanning of patient care documentation into Connect Care. Customer service/telephone and virtual communication etiquette (i.e., Zoom, Teams, email). Manage calendar(s) including scheduling or accepting meeting invites, book rooms for meetings, maintain agendas and compiling meeting package(s) for distribution. Record, edit, and communicate accurate meeting minutes. Manage communication on a variety of administrative matters, including guidelines, instruction manuals, events, etc. Logging AHS IT help desk tickets. Additional duties as assigned and required. This position will have frequent interactions with patients, physicians, other administrative assistants, AHS leadership, and other stakeholders; therefore, the successful incumbent must be able to exercise the appropriate level of diplomacy, tact and respect in all communication styles. Please note: To ensure your skills and qualifications are considered, please attach a resume and cover letter with your application.

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Some post-secondary education.

Medical Office Assistant Certificate obtained from an accredited educational institution. Minimum 3 years of recent experience in a subspecialty, ambulatory care clinical setting, providing administrative support to physicians and patients. Completion of MOA Connect Care training and experience with Connect Care including registration, scheduling, template builder and referral management. Recent experience with the use of Netcare. Advanced proficiency in Microsoft Windows 10 and Microsoft Office 2016 (Outlook, Word, Excel). Advanced proficiency with document management including scanning documents as well as creating and editing PDFs (Adobe). Accurate typing skills - minimum 60 WPM. Ability to lift 20lbs (i.e., boxes of paper). Excellent English communication skills; written and oral. Key Competencies: Creativity, positivity, innovation, enthusiasm, and respect. Resilience and flexibility, specifically the ability to work under pressure. Excellent organizational skills: ability to manage and prioritize work effectively. Strong problem-solving and conceptual skills. Ability to deal with difficult issues in a sensitive and confidential manner. Self-directed and able to work under minimal supervision. Ability to foster and promote teamwork, collaboration and partnership.

Previous experience with working in a unionized environment. Understanding of the importance of privacy and confidentiality when dealing with patient care information including the Freedom of Information and Protection of Privacy (FOIP) Act. Understand the importance of excellent customer service and its relationship to patient care. Awareness of organizational policies and procedures.