Full-Time Administrative Assistant – Division of Neurology (Civic Campus)

Competition No.:
37.5 Hours per week
Posting Date:
May 3, 2018
Closing Date:
Friday 8 June, 2018
Start Date:
Monday 23 July, 2018

* Applications must be received no later than 4:30 PM EST on the closing date (Friday 8 June, 2018)

Job Summary

Working in the Division of Neurology, 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 incumbent is also required to provide administrative support for the physicians’ teaching, research, and administrative duties.


  • Coordinates clinic activities: Schedules clinic appointments; notifies/reminds patients of their appointments; pulls and prepares charts for clinics.
  • Answers phones and responds to messages in timely manner; evaluates nature and urgency and either provides response or refers on.
  • Maintains physicians’ daily schedule.  Ensures all clinical, call and day time coverage schedules are entered into the Outlook calendar.
  • Coordinates meetings, travel/accommodation, and educational lectures, as required.
  • Compiles and submits expense claims (ie. travel, honoraria, meeting expenses, legal case opinions, etc.)
  • Tracks and assists with professional communications with other physicians and professional associations.
  • Records, drafts and distributes minutes for program meetings as required.
  • Assists with annual reapplications for professional licenses/privileges and maintenance of certification.
  • Assists with the submission of grant applications, ethics forms, etc.
  • Produces and completes standard requisitions and clinical forms, including legal documentation.
  • Completes medical reports and insurance papers.
  • May assist with preparation of presentations.
  • Assists with completion of billings for UMA.
  • Ensures all filing is done in a timely manner.
  • Collects and arranges for delivery of mail, courier, and/or other items.
  • Assists other administrative assistants in the Division as required.
  • Provides administrative support for special projects as required by the physicians and/or Division.


  • Community College Diploma or equivalent.
  • Certificate in medical terminology preferred.
  • 3-5 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 considered an asset.

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.

The Department of Medicine is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees. The Department of Medicine will, upon request provide accommodations in accordance with the Accessibility for Ontarians with Disabilities Act.