Job Description

Admin Assistant

Position Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to help establish and manage the office operations of an Oculoplastic & Orbit practice as of January 2026. This role plays a vital part in streamlining the surgical process, optimizing patient care, and reducing wait times. The ideal candidate will possess excellent communication skills, strong organizational abilities, and a keen attention to detail.

This position comes with paid vacation time, stats holiday and sick days. However, benefits and pension are paid in lieu of.

Responsibilities:

Surgery Waitlist Management:

Maintain an accurate and up-to-date surgery waitlist, prioritizing patients based on medical urgency, availability, and surgeon's recommendations. Communicate with patients on the waitlist, providing updates on their status, estimated surgery dates, and necessary preparations. Coordinate with other healthcare professionals, hospitals, and clinics to schedule surgeries and ensure timely patient care.

Surgery Planning and Coordination:

Work closely with the surgeon and medical staff to develop an efficient surgery schedule, considering the surgeon's availability, operating room availability, and patient needs. Ensure all necessary pre-surgical requirements, such as medical clearances, diagnostic tests, and insurance authorizations, are completed in a timely manner. Communicate surgery details to patients, including date, time, pre-operative instructions, post-operative appointments and required documentation. Order medical devices required for surgery in a timely manner (at least 10 days prior to scheduled surgery date)

Office Administration:

Oversee the day-to-day operations of the office, including managing phone calls, emails, and mail correspondence. Maintain an organized filing system for patient records, surgical waitlist and referral waitlist. Coordinate with other healthcare professionals, hospitals, and clinics for patient care and referrals. Other Responsibilities include: Reply to email and face to face inquiries Update Physicians CVs Manage the surgeon's calendar, scheduling meetings, conferences, and travel arrangements Act as a liaison between the surgeon and other staff members, patients, and external contacts Ensure compliance with relevant privacy laws and regulations, such as HIPAA. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Maintain organized computer and manual filing systems Handle sensitive information in a confidential manner Interview patients in order to complete forms, documents and case histories Complete insurance and other claim forms Initiate and maintain confidential medical files and records Establish and maintain various internal office administrative support procedures such as document tracking and filing and monthly reporting Order supplies and maintain inventory Determine and establish office procedures and routines May supervise and train other staff for business continuity purposes

Patient Coordination and Consult Waitlist management:

Maintain a patient waitlist for upcoming consultations in an organized manner Schedule and manage consult patient appointments, surgeries, and follow-up visits efficiently. Coordinate patient referrals, records, and medical histories. Communicate with patients in a professional and friendly manner, providing instructions, answering inquiries, and addressing concerns. Ensure timely and accurate completion of necessary patient paperwork.

Qualifications:

- High school diploma or equivalent; associate degree or higher preferred.

- Proven experience as an administrative assistant or in a similar role, preferably in a medical setting.

- Strong organizational skills and the ability to prioritize tasks effectively.

- Excellent verbal and written communication skills.

- Proficient computer skills, including knowledge of electronic medical records systems.

- Knowledge of medical terminology and procedures is an asset.

- Demonstrated ability to maintain confidentiality and handle sensitive information.

- Exceptional attention to detail and accuracy.

Please submit your CV and cover letter to: rajkaur@ohri.ca

Job Type: Full-time

Pay: $25.00-$30.00 per hour

Benefits:

Paid time off
Ability to commute/relocate:

Ottawa, ON K1H 8L6: reliably commute or plan to relocate before starting work (required)
Education:

DCS / DEC (preferred)
Work Location: In person

Expected start date: 2026-01-05