Medical Administrative Assistant – Thompson Centre- Residential & Day Treatment

Job title: Medical Administrative Assistant – Thompson Centre- Residential & Day Treatment

Job description: The Frederick W. Thompson Anxiety Disorders Centre, within Sunnybrook Health Sciences Centre, is a specialized program treating Obsessive Compulsive Disorder (OCD) and related “spectrum” disorders, including hoarding, hair pulling (trichotillomania), skin picking and body dysmorphic disorder. We are currently seeking an enthusiastic administrative professional to join our team in support of the physicians working in our program. This administrative role is an important member of the Thompson Centre multi-disciplinary team, and will be integral in our focus on excellence in patient care.

The person in this role will have a combination of strong organizational and customer service skills, the ability to work both independently and collaboratively within a team environment, and excellent communication and interpersonal skills. A good juggler of many balls, a flexible team player and an interest in contributing to the overall aims of the Centre are important attributes of the successful candidate.

The successful candidate will be responsible for:

• Scheduling patient appointments and coordinating follow-ups for physicians and residents
• Providing appointment reminders and administering screening for all scheduled visits
• Responding to phone and email enquiries and redirecting as needed to appropriate team members
• Completing physician expense reports
• Preparation of patient charts, filing and chart organization
• Formatting, proofreading, and managing consult notes
• Registration of patients within the hospital and program data systems
• Communication with physicians regarding referrals, and/or for scheduling MD to MD consultations
• Managing physicians’ schedules for all clinic and academic duties
• Ensuring appropriate materials are prepared and brought forward for scheduled meetings, arranging for appropriate AV, teleconferencing and other equipment/materials, arranging meeting rooms, as required
• Word processing, creating and modifying documents as required
• Collaborating with program team to support effective program delivery
• Assisting with urgent tasks and requests as needed
• Other duties assigned based on qualifications

Qualifications/Skills:

• Post-secondary certificate or diploma in administration or combination of relevant education and experience
• 5 years’ related experience required
• Experience providing administrative support in hospital setting/medical environment preferred
• Demonstrated working knowledge of Microsoft software (Outlook, Word, Excel, PowerPoint, Access)
• Demonstrated ability to take initiative and act independently using sound judgment as well as accepting direction
• Excellent communication skills, both verbal and written
• Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency
• Ability to work independently and balance multiple work demands, including time sensitive requests
• Good interpersonal skills and ability to relate to and work well with a very diverse group of individuals
• Tact and discretion in dealing with sensitive and confidential issues

If you are looking for an exciting opportunity and to build a career in an innovative and dynamic organization, submit your resume by clicking on Apply Now below.

Sunnybrook Health Sciences Centre is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Health Sciences Centre is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.

Please be advised that in order to be eligible for employment at Sunnybrook, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days ago. Medical exemptions or any other kind of requested exemption based upon the Hospital’s obligations pursuant to the Ontario Human Rights Code will be considered on a case-by-case basis.

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