Physician Accommodations Office Assistant

Deadline: Open
Location: Sioux Lookout, ONCommitment: Full Time

Under the direction of the Operations Supervisor, the Physician Accommodations Office Assistant is responsible for the coordination of all areas of physician orientation, accommodations and assisting with various office duties.

Qualifications

  • Minimum Grade 12
  • Certificate/Diploma in Administrative Assistant/Secretary course is an asset;
  • Minimum 1-2 years administrative or clerical experience;
  • Previous experience (minimum 1-2 years) in a Medical Office setting is an asset
  • Valid Driver’s License is an asset;
  •  Proficient with Microsoft Office (Word, Excel) Products;
  • Proficient with current electronic communication tools;
  • Working knowledge of databases;
  • Superior time management, organizational and administrative skills;
  • Ability to perform the physical demands of the job;
  • Ability to problem solve and have strong decision-making skills;
  • Ability to meet aggressive deadlines and manage multiple priorities;
  • Ability to establish and maintain effective working relationships;
  • Ability to manage confidential and sensitive material in strict confidence;
  • Must possess excellent written and oral communication skills; 
  • Able to work independently with flexibility to work as part of a team, be adaptable
  • Must be willing to relocate and/or live in Sioux Lookout;
  • Must have experience and understanding of Native culture, and the geographic realities and social conditions within remote First Nation communities; 
  • Ability to communicate in one of the First Nations Dialects in the Sioux Lookout District is an asset

Responsibilities

  • Ensure accommodation spreadsheet is up to date
  • Assign accommodations to incoming physicians. 
  • Arrange outside accommodations when necessary i.e. hotel reservations, MYW units, etc.
  • Ensure cleanliness of accommodations prior to physician arrival and arrange/schedule weekly housekeeping
  • Monitor and secure maintenance of accommodations 
  • Track accommodation inventory, purchase required items, keep items well
    maintained, and remove old items
  • Ensure keys are available and working for visitors and cleaning services. Cut
    keys and label sets as required
  • Order welcome food boxes for incoming physicians and ensure timely delivery
  • Inform Finance of monthly accommodation arrangements for invoicing and rent
    collection
  • Prepare welcome package with necessary items and deliver to pick up area.
  • Email incoming physicians with welcome letter and instructions for pickup 
  • Ensure annual spring cleaning of all units
  • Complete bi-annual inspections of units with Health Canada Business Manager
  • Oversee locum vehicle; maintenance, cleaning, key availability, gas. Obtain and
    keep file of current licenses from all vehicle users
  • Maintain supply of working pagers, provide training, and restock as required.
  • Create and distribute monthly pager list
  • Coordinate Orientation schedules for new physicians & learners with both
    external & internal departments & agencies
  • Active involvement in Regional Physician Orientation improvement
  • Work with external & internal departments & agencies to adapt current Physician
    Orientation. 
  • Improve on current feedback process.
  • Data entry to create spreadsheets for tracking and sharing information/statistics
  • Track referrals by updating spreadsheet to reflect current status/wait times
  • Order, track and maintain office supplies 
  • Process in and outgoing mail
  • Provide receptionist duties for the Northern Clinic as needed
  • Prepare documents for distribution; letters, memorandums, work plans, reports
    and confidential correspondence
  • Performing errands/duties at various sites as required