Title: Administrative Assistant
VPC Salary range: $48,487.28-$63,657.90 per annum
Reports to: Provincial Program Manager, Prostate Cancer Supportive Care (PCSC) Program
Date Prepared: January 15, 2025
Position Summary
Provides administrative and data support to the PCSC Program and a broad scope of support to the PCSC Program multidisciplinary team.
Typical Responsibilities
· Provides reception duties, and triages inquiries effectively (via phone, e-mail and in person).
· Coordinates patient appointments (clinics, education sessions or workshops) including scheduling, confirming, follow-up, and rescheduling.
· Provides patients with any questionnaires or other forms to complete before and after their appointment.
· Manages attendance for education sessions and feedback forms.
· Manages program resources (books, pamphlets, and flyers etc.) and order when needed.
· Assists with the coordination of required patient tests, prescription refills, lab requisitions, insurance forms and letters.
· Ensures patient charts are up-to-date and prepared prior to clinic appointments – including compiling relevant medical information from the EMR and forms for clinician use.
· Ensures clinic rooms are booked and stocked with necessary supplies in advance of clinic, and orders more clinic and office supplies when needed.
· Performs data entry, word processing, transcription, photocopying, filing of clinical/administrative correspondence.
· Coordinates room bookings for all education sessions, workshops, and staff meetings.
· Responsible for data entry and tracking patients in the clinic electronic medical record (EMR) system and PCSC Program in a central database (SPIRIT).
· Assist with maintaining and improving clinic processes; including creating electronic templates in EMR and scanning documents into the EMR .
· Provides support to healthcare professionals presenting education sessions by helping with the setup, conduct and closedown of each session.
· Attends and takes minutes at meetings if needed and communicates with the team to keep them informed of tasks underway or completed.
· Handles room/teleconference/video conference bookings and maintaining records of bookings made.
· Handles interpreter requests for patient appointments.
· Handles catering requests.
· Handles mail distribution (incoming and outgoing).
· Supports the program’s research team with a broad range of activities as needed such as data entry for REB-approved chart review studies.
· Assists the Program Coordinator with the planning and organization of annual conferences.
· Assists patients in preparation for their virtual visits by providing them technical support and mailing out paper questionnaires for those who prefer to fill it out on paper.
· Responsible for creating and updating the clinic assessment forms as and when needed.
· Responsible for formatting and branding presentation and information sheets as and when needed.
· Perform other related duties as assigned.
Decision Making/Level of Accountability/Extent of Authority
Critical. Must be able to assess situations/issues that arise and make effective decisions quickly, and independently while also recognizing when it is appropriate to escalate issues to attention of the Provincial Program Manager or healthcare professionals.
Supervision Received
Reports to the Provincial Program Manager. It is expected that the incumbent is capable of managing their tasks independently, under the guidance of the Provincial Program Manager and the PCSC team.
Supervision Given
None.
Minimum Qualifications
· Undergraduate degree from a recognized university.
· Knowledge of general office procedures, knowledge of medical terminology is preferred.
· Demonstrated ability to prioritize, multi-task, meet deadlines, and perform work in an organized and efficient manner.
· Demonstrated expertise with a broad scope of administrative tasks including filing, photocopying, ordering office supplies, reception duties, and scheduling appointments.
· Solid communication skills, both written and verbal. Capable of handling difficult situations effectively and interacting with broad scope of contacts.
· Ability to take and transcribe minutes, or other dictated materials. Ability to maintain accuracy and attention to detail.
· Ability to exercise confidentiality, tact and discretion when interacting with patients.
· Expertise using Microsoft Office software.
· Demonstrated ability to work effectively both independently and within a team.
· High ability to multi-task multiple projects.
· Ability to work outside of regular hours when needed.
- Physical ability to perform the duties of the position.
Application Procedures
To join our team, please email careers@prostatecentre.com with subject line Administrative Assistant, PCSC with the following items attached:
· Covering letter
· Resume
Closing Date: Applications will be accepted until a suitable candidate is identified.
Note: We thank all applicants for their interest. However, due to the high volume of applications received, only short-listed applicants will be contacted for this posting. No phone calls please.
Thank you for your interest in The Prostate Cancer Supportive Care Program.
