Administrative Assistant - Supporting Physicians

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The Child and Parent Resource Institute (CPRI) provides trauma-informed and highly specialized services for children and youth of Ontario who experience complex and long-standing combinations of mental health difficulties and/or developmental challenges where these difficulties significantly impact functioning in multiple areas such as home, school and community and appropriate community interventions have not produced the desired response. CPRI provides services that are based on a partnership model with community service providers. Our services include Assessment, Consultation, Treatment, Research and Education in both outpatient and inpatient services. CPRI is looking for an Administrative Assistant who is detailed oriented and organized to provide administrative support to program physicians.

NOTE: This position is required to report to and work from the physical work location (600 Sanatorium Road London ON) a minimum of three days per week. Current hybrid work arrangements are subject to change.

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About the job

• schedule appointments with clients and advise physicians;
• arrange community consultations;
• respond to client inquiries, which may involve urgent medical issues;
• refer requests to physicians as appropriate;
• input, update, and maintain various databases and clinical information systems;
• establish and maintain filing and bring-forward systems.

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What you bring to the team

Administrative Skills and Experience

• You have knowledge and experience with office administration processes, practices, and procedures.
• You can coordinate office operations, update administrative procedures, and maintain office supplies.
• You are able to coordinate information flow.
• You have understanding of medical terminology and related process in order to process medical claims.
• You are able to acquire knowledge of the field of mental health and developmental services.

Analytical Skills and Judgement

• You can ensure compliance with legislation, regulations, policies, and procedures.
• You are able appropriately refer matters to physicians and maintain confidentiality.
• You can determine the urgency of issues and prioritize work accordingly.
• You have mathematical skills to prepare statistical reports as well as reconcile invoices and expense claims.

Communication and Interpersonal Skills

• You can respond to a variety of general and routine inquiries as well as liaise with the medical community.
• You are able to use tact and diplomacy when dealing with sensitive medical issues.
• You have written communication skills to compose general correspondence, take meeting minutes, proofread materials, and prepare reports.

Organizational Skills

• You can coordinate schedules, medical appointments, lectures, and presentations.
• You can maintain accurate filing systems for physicians.
• You are able to prioritize your work and meet deadlines.

Computer Skills

• You are proficient with common software applications such as Microsoft Word, Excel, PowerPoint, Outlook as well as various databases.
• You can use standard office equipment such as photocopier and facsimile.
• You have keyboarding and typing skills to take minutes and draft documents efficiently and accurately.

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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Additional information:

Note:

• The number of positions to be filled has not been identified at this time. This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities within the next eighteen months following the closing date of the job ad posting.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• T-SS-229146/25

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.