Full-Time Administrative Assistant – Division of Hematology ( General Campus)

Competition No.:
37.5 Hours per week
Posting Date:
November 8, 2017
Closing Date:
Friday 24 November, 2017
Start Date:
Monday 4 December, 2017

* Applications must be received no later than 4:30 PM EST on the closing date (Friday 24 November, 2017)

Job Summary

The Administrative Assistant III will provide administrative support to the INR (Anticoagulation) Clinic to assist the pharmacists with monitoring and communicating patient lab results and medication dosing instructions.


RESPONSIBILITY #1:  Monitoring and communication of patient results and instructions

  • Collect lab results on identified patients via electronic databases and fax.
  • Transcribe lab results and prepare for pharmacists‚Äô review.
  • Enter new patients in OACIS/DAWN Database.
  • Prepare patient lists and send to appropriate labs.
  • Extensive and frequent patient contact:
    • Call patients to communicate pharmacist‚Äôs instructions; triage and evaluate patient concerns and reports
    • Schedule appointments; notify and remind patients of appointments.
    • Answer phones and respond to messages in timely manner.
    • Triage / evaluate nature and urgency of patient calls and messages; provide response or refer on.
    • Collect information from patients regarding upcoming procedures, hospital admissions and emergency visits.
    • Document all verbal communication with patients into DAWN computer database.
  • Track and assist with professional communication with physicians, providers, labs, etc.
  • Produce and complete standard requisitions and clinical forms, including letters for travel documentation.
  • Ensure all filing is done in a timely manner.
  • Collect and arrange for delivery of mail, courier, and/or other items.



  • Provide general office administrative support as required (fill fax machines, order supplies, etc.)
  • Provide administrative support and/or other duties as required
  • Participate in special projects as required


  • Community College Diploma or equivalent.
  • Certificate in medical terminology preferred.
  • 1 years recent related administrative experience.
  • Knowledge of MS Office with intermediate skills in Word, Outlook and Excel.
  • Typing proficiency.
  • Meticulous attention to detail.
  • Ability to work independently and as a team member.
  • Excellent organizational, prioritisation, and time-management skills required to coordinate multiple activities.
  • Ability to work well with minimal supervision.
  • Initiative, dedication, tact and diplomacy.
  • Ability to handle highly sensitive and confidential information
  • Excellent interpersonal and verbal communication skills.
  • Proficient written communication, proofreading and editing skills required to draft or generate correspondence or documents.
  • Proficiency in speaking and comprehending both English and French (Level B+) is required.

HOW TO APPLY: To apply for this exciting opportunity, please forward resume and cover letter quoting the corresponding Competition Number, by email at domcareers@toh.on.ca, by fax at 613-737-8851 or by regular mail to Human Resources:

Department of Medicine, Box 206, The Ottawa Hospital, 501 Smyth Road, Ottawa, ON K1H 8L6.

We sincerely thank all applicants for their interest but only those under consideration will be contacted.

 IMPORTANT NOTICE: Support staff are employees of the hiring physician(s) or Division and the Ottawa Hospital is the paymaster of our employees. Although our employees have offices within the Ottawa Hospital, they are not employed by the Ottawa Hospital.