Reporting directly to the Medical Services Resource Manager, provides administrative support for all Medical programs and to Medical Directors, Associate Medical Directors, Resource Manager and other Medical Services staff as necessary.
Assesses and coordinates the flow of all incoming and outgoing documentation for Medical Services providing effective customer service to internal and external customers.
Reviews all incoming documentation and assesses information for completeness
Ensures notification is sent to appropriate person to invoke the appropriate process
Prepares all outgoing documentation for all Medical Services Programs
Liaise with donors and physician offices to coordinate the flow of information for Medical Directors to assess donor eligibility
Follows-up with donors who have provided ambiguous or incomplete information.
Receives notification from Public Health regarding donors / recipients and initiate Transmissible Disease Notification investigation
Liaises with the National Contact Centre (NCC) on the coordination feedback, address updates, translation calls, post donation information, eligibility question and duplicate donor assessments
Prepares all relevant documentation for Medical Services processes for the approval of the Resource Manager / Medical Services / other physicians in accordance with the relevant Standard Operating Procedures.
Prepares files for Donor / Doctor notification
Maintains and follows-up on Donor Files for all programs
Prepares documentation for physicians and or donor of the Autologous and Directed donors Programs
Receives completed applications to the Autologous or Directed donation program, reviews for accuracy and completeness
Consults Resource Manager / physicians as needed
Updates and manipulates electronic Data sheets as needed for all programs
Performs in depth record searches as needed
Maintains a confidential filing system for the Medical Services program.
Composes letters and memoranda from written direction
Photocopies / or scan documents for filing and distribution
Coordinates work flow / office activities, resolves administrative problems, make suggestions for new and improvements to existing processes and procedures, arranges meetings including event logistics and schedules appointments and assists with special projects and other events to facilitate the smooth operation of the unit
Greets and assists visitors by providing and exchanging information that requires a thorough understanding of the interrelationships of people and functions within the group
Enters timekeeping, invoicing, purchase orders and / or other financial information into SAP
Investigates discrepancies as required
Monitors expiration dates for medical insurance, license and memberships held by Medical department Document Control and Training Records
Receives communications from document control
In collaboration with the Resource Manager, assess need for document and training
Updates Matrix and Indexes as directed
Ensures all staff has training records and communicate training requirements to all staff.
Follows up to ensure training is performed within time frame
Coordinates travel for the Medical Services staff.
Gathers travel information and make travel arrangements, meeting room reservations, and catering as needed
Tracks expenses related to travel and submit expenses
Performs other related duties as required, including minute taking for meetings as needed
Completion of Grade 12, medical terminology and two years related recent experience OR and equivalent combination of education, training and experience.
Ability to communicate effectively both verbally and in writing
Ability to deal with others effectively.
Physical ability to carry out the duties of the position
Ability to organize work, and set priorities
Ability to operate related equipment
Ability to type 50 wpm