Administrative Assistant- Centre of Arthritis Excellence CArE (Newmarket)

Job Description:

The Administrative Assistant is an integral member of the transdisciplinary CArE team, collaborating with healthcare professionals for best practice in arthritis care.
The Administrative Assistant is the first contact for patients coming to CArE for consultations, treatment and education. This contact may be virtual, telephone or in person.
The Administrative Assistant supports the Executive Director, Board of Directors, clinical and medical leads and professional staff utilizing strong organizational, communication and technology skills.

JOB REQUIREMENTS
Education:

• Completion of secondary school Grade 12 diploma
• Completion of a one- or two-year college or other program for administrative assistants or equivalent

Experience:

• Previous experience working in a collaborative healthcare setting
• Experience working with an electronic data system for booking, billing, scheduling
• Experience with data collection, entry and administrative reporting
• Experience providing administrative support for senior leaders and boards
• Demonstrated information technology knowledge and skills, including a proficient knowledge of Microsoft Office Programs (Excel, Word, Outlook and PowerPoint).
• Demonstrated organizational skills and ability to prioritize
• Excellent interpersonal skills, with the ability to communicate effectively with all levels of the organization.
• Excellent customer service skills and focus on patient centred care
• Ability to maintain information in confidence and respect patient privacy and personal information

Additional Skills/Abilities:

• Teamwork/Collaboration
• Ability to work within a transdisciplinary healthcare team to meet the needs of CArE patients through individual and group assessment/review
• Strive to meet team professional goals ahead of individual professional goals
• Commitment to support the mandate of the CArE Board of Directors and organization’s Strategic Plan

Individual Leadership/Influencing

• Leadership qualities to provide support for various CArE projects, programs, research and quality improvement initiatives.
• Be prepared to support the development of CArE posters, publications, and presentations to professional groups

Customer Service

• Committed to meet the needs of CArE patients, ensuring the patient identifies and acknowledges their personal treatment goals
• Work with CArE team members to ensure patients have access to scheduled treatment and follow-up/monitoring of care.

Analysis/Problem Assessment/Communication

• Using relational skills effectively, gathering information in a non-confrontational manner, following logical sequence in discussion, focusing on the needs of the patient. 
• Listen and empathize, using a patient centered approach to care

DUTIES AND RESPONSIBILITIES

• Provide support to CArE patients and staff, individually or in a group setting
• Provide telephone contact to patients, physicians, and other healthcare providers to support access to assessment, clinics, follow-up and educational sessions.
• Document using ACCURO in accordance with CArE electronic medical record documentation standards
• Assist the Executive Director and Board with CArE reporting requirements which includes data collection, entry and data pulls to support analysis and report development.
• Assist CarE team in the maintenance of patient information materials
• Protect patient privacy and confidentiality as per PHIPA
• Provide administrative support in the areas of human resources, finances, policies and procedures and general accountability to the
• Executive Director and the Board.
• Maintain an organized electronic system for filing and storage of documents pertaining to the operations of the organization
• Organize, support and participate in the administrative and clinical team meetings which includes the capture of meeting minutes and action items
• Support and participate in a variety of projects or assignments as needed
• Order office supplies, and clinic supplies
• Play an active role in the achievement of CArE Strategic Plan deliverables

ACCOUNTABILITY

• Direct: CArE Executive Director
• Indirect: CArE Board of Directors