Job Description

Summary of Duties:




The Palliative Care Consult Team (PCCT) consists of a passionate group of physicians and APNs who support patients/families with life limiting illnesses across acute and outpatient areas and their care teams. The Administrative Assistant plays a key role in coordinating and supporting the clinical, academic and research functions of the team. We are seeking a dynamic, flexible, innovative and highly client centered individual who can support the team in the following and other key areas:




Administrative Support:


Coordinate /provide general administrative support to all PCCT members as required Coordinate administrative support for all PCCT-related academic endeavors (e.g. research projects, curriculum design, activities within the Division of Palliative Care) Coordinate and schedule PCCT meetings, create agendas and record minutes Provide assistance to the PCCT Secretary in the coordination of meetings, events and conferences Provide support for telemedicine and videoconference registration and tech support Create and maintain team schedule, track vacation and conference days, ensure team lead is assigned





Partnerships:


Liaise with University of Toronto's Division of Palliative Care regarding faculty appointment/maintenance issues and regarding support and connectivity for PCCT to U of T activities Serve as primary liaison with education coordinators with partnered programs





Customer Service:


Respond to enquiries/requests for information from a wide range of staff, students and patient/families and external organizations Confirm clinic appointments of new patients and provide details of location and what to bring Initiate proper handling of patient/family questions or concerns to appropriate team members Maintain a high level of sensitivity, discretion and a client centred approach with patients and families who are dealing with highly emotional issues. Answer telephone providing information, prioritizing detailed messages and relaying information or redirecting calls as appropriate





Data Management:


Maintain and optimize the PCCT Database ? Create and maintain database/billing audit processes Extract and submit billings to CABMD Software and non-OHIP vendors, follow-up on rejected claims Build OHIP reconciliation reports and billing invoices for PCCT members Register new PCCT members to Sunnybrook and Toronto Palliative Care Association Prepare and monitor staff payroll/time sheet submissions, vacation requests/responses





Qualifications / Skills:


Completion of a relevant post-secondary Executive Assistant/Office Management Program and/or equivalent appropriate work experience required Minimum 2 years of experience in an administrative or executive assistant role (ideally in healthcare) is required Superior time-management, organizational skills, accuracy and attention to detail Demonstrated advanced working knowledge of Microsoft software (Access, Word, Excel, Outlook, Power Point), and other office technology required Demonstrated ability to problem solve and work independently Demonstrated excellent written and verbal communication skills Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction in a team environment Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities Must type minimum of 50 words per minute Demonstrated tact, discretion and good judgement in dealing with sensitive and confidential issues/files Demonstrated satisfactory performance and attendance record Knowledge of payroll and scheduling requirements with proficiency in electronic time sheets * Strong interpersonal skills with a focus on ensuring friendly and professional communications with staff, patients and caregivers.