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Medical Administrative Assistant
Location:Vernon
Facility:VERNON JUBILEE HOSPITAL
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Competition #:01262330
Employee Type:TERM SPECIFIC PART TIME (0.40 FTE)
Bargaining Unit:NON-CONTRACT
Facility:VERNON JUBILEE HOSPITAL
Department:OKR MED ADMIN SUPPORT SE
Reports To:MANAGER
Close Date:OPEN UNTIL FILLED*
Comments:**Cover letter is required.

Position Summary

Under the direction and supervision of the Coordinator, Medical Administration, the Medical Administrative Assistant works in a team environment to provide confidential administrative support functions within the Chief of Staff office. The Medical Administrative Assistant maintains the integrity and confidentiality of all information flowing through and processed for the Chief of Staff (COS) office and performs routine administrative duties for the medical staff at the hospital. Responsibilities include coordinating and organizing workflow; determining priorities; composing confidential correspondence for signature; and designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets.

TYPICAL DUTIES AND RESPONSIBILITIES:

Regional and/or Site Chief of Staff Administrative Assistant Support
• Organizes schedules, books meetings, and arranges travel.
• Prepares, monitors, and prioritizes correspondence.
• Committee/Meeting support – takes care of the logistics and prepares agendas and minutes.
• Maintains Quality Assurance files (disciplinary documentation) and liaises with the appropriate bodies as necessary.
• Assists the COS, Department Heads, and Quality Improvement team with document coordination resulting from critical incident reviews.

Medical Staff Support
• Provides administrative support for the Regional Medical Advisory Committees (MAC), Local MACs, Credentialing Committee, departmental meetings, and semi-annual medical staff meetings.
• Coordinates information flowing to and from the Regional and Local MACs to the Health Authority Medical Advisory Committee and the Interior Health (IH) Board of Directors.
• Assists medical staff with the location of policies, procedures, documents, and forms.
• Disseminates information to medical staff from various stakeholders.
• Receives, reviews, and coordinates with the Executive Medical Director’s office for sign off on remuneration claims for Rural Continuing Medical Education, meeting and travel expense claims, call-back claims, and locum expense claims.
• Develops and distributes promotional pamphlets, flyers, and notices for local medical education events (i.e. Grand Rounds). Coordinates room bookings and catering when necessary.
• Liaises with the Patient Care Quality Office and the Executive Medical Director’s office regarding physician complaints.
• Maintains the physician mailroom.
• Maintains and distributes various medical staff lists.
• Makes necessary changes and access arrangements (i.e. computer access, hospital access, admitting privileges, and photo id) for medical staff.
• Arranges on-site orientation for medical staff.

On-Site Liaison
• Provides local information/support to Physician Recruitment Service Partner and/or Recruitment Leader as requested.
• Provides information on request to support the credentialing and privileging processes on-site.
• Assists the Chief of Staff with ensuring appropriate processes have been followed for new physicians, locums, and medical learners providing services at the facility.
• Liaises with physicians, Physician Compensation, the Executive Medical Director’s office, and the Ministry of Health regarding various rural programs and incentives (e.g., Rural Specialist Locum Program, Rural GP Locum Program, Rural Continuing Medical Education, NITAOP [Northern Isolation Travel Assistance Outreach Program] and other ministry-funded rural physician payment incentives) as applicable and required.
• Performs other related duties as assigned.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Along with a competitive salary, your total compensation package may include vacation, health care and dental benefits, and contributions toward your retirement pension. As a member of the Interior Health (IH) team, you'll have access to services and benefits that can help you get the most out of work while maintaining a balanced lifestyle. Our focus is on giving people room to grow, to make an impact in the lives of others.

Come and join our team….Come live, work and play where others only vacation. Make a difference. Love your work. Apply today!
 
Qualifications

Education, Training, and Experience
• Diploma and graduation from a relevant administrative or business support program.
• Three to five years of experience in an administrative support position, including experience working with various computer software programs.

Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self – self-awareness, demonstrates character
• Engages Others – communicates effectively
• Achieves Results – takes action to implement decisions
• Develops Coalitions – builds partnership and networks to create results, demonstrates a commitment to customers and service
• System Transformation – encourages and supports innovation

Skills and Abilities
• Ability to work independently.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Superior computer and technical skills are essential.
• Proficient with computer software including MS Outlook, Word, Excel, and PowerPoint.
• Ability to operate videoconferencing, teleconferencing, and related equipment.
• Superior written and verbally communication abilities.
• Ability to organize high volume workload and set priorities.
• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels, as well as with external agencies and physicians.
• Demonstrated collaborative team approach with communication skills appropriate to handling complex relationships.
• Ability to anticipate and respond to changing priorities and unforeseen challenges and opportunities.
• Demonstrated ability to problem-solve effectively.
• Ability to influence change and handle conflict.
• Independent problem-solving and decision-making capabilities.
• Physical ability to perform the duties of the position.

* All postings with a closing date specified close at 11:59 pm PT