Departmental Receptionist
Queen's University
Ontario, Canada
6d ago


  • Provide administrative support for the department : communicates effectively with staff, faculty, internal / external answering the telephone, responding to general inquiries, taking messages and directing calls, as needed.
  • Responsible for the completion of billing duties, including but not limited to :
  • oVerify, organize and collate billing sheets using OR lists and physician schedules.

    oProcess electronic medical records and patient billing information, with a familiarity of relevant Schedule of Benefits codes.

    oRequest and follow up for approvals from medical secretaries.

    oTrack and ensure timely submission of billing sheets by physician, notify physicians of billing omissions and errors.

    oWork with SEAMO office on billing rejections.

    oMaintain electronic records of billing documents and information.

  • Provide support for Departmental educational activities and daily operations, including but not limited to :
  • oOrganize medical education and Faculty development sessions within the Department on an ongoing basis; correspond with product representatives, arrange catering, event set up and clean up, and complete invoices / follow up with payment.

    oPrepare and distribute materials for Journal Club and Visiting Professorships, including communication and organization of visiting presenters and industry representatives.

    oMaintain MOCOMP spreadsheet to track attendance at rounds and meetings; prepare letters annually for staff.

  • Process invoices through acQuire. Assist with catering orders and refreshments, sign in sheets for rounds, meetings and teachings.
  • Organize teleconferences, meetings, and video conferences as needed. Organize office space moves, as needed.

  • Perform administrative duties such as sorting and distributing incoming mail, preparing outgoing mail, photocopying / faxing, receiving courier deliveries, distributing and retrieving information, updating and maintaining file system.
  • Maintain office supplies and place orders as needed. Gather, maintain and update departmental website and social media. Provide support for Faculty with Undergraduate administrative roles, which may include but is not limited to :

    oLiaison between the Department and Queen’s University Undergraduate office

    oSchedule Simulation and skills training for Undergraduate medical program.

    oPrepare orientation packages for clerkship program.

    oPreparation and organization of clerk teaching.

  • Provide administrative support for Research office within the Department, including assisting with filing, preparing study packages and data entry for research studies.
  • Provide administrative support for the Postgraduate Program Administrator, including preparation for CARMS; prepare and mail out invoices for Resident Logbook and track deposits.
  • Undertake additional clerical support for Faculty, Residents, Research Office and other Administrative Assistants within Department, as assigned.

  • One year post-secondary program in a related field, such as business / office administration.
  • Previous experience and knowledge of basic office practices, computer skills or basic bookkeeping / accounting procedures, with previous office experience in a related area.
  • Experience in a medical environment is considered an asset.
  • Knowledge of university and relevant hospital policies, procedures and processes is considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.

  • Respects diversity and promotes inclusion in the workplace.
  • Interpersonal and communication skills (both verbal and written) to deal with a diverse variety of individuals, in a professional manner and to provide clear and accurate information.
  • Ability to maintain strict privacy, confidentiality and security of patient information.
  • Excellent organizational, computer skills (Microsoft Office Suite, data processing and basic understanding of webpages), and office skills.
  • Ability to deal with multiple demands with attention to detail and accuracy.
  • Ability to work collaboratively with others in a team-oriented environment.
  • Ability to problem solve in novel situations.

  • Prioritize work and time to ensure that work is completed in a timely fashion and that deadlines are met.
  • Respond to general inquiries for the Department and provide answers or a means to find an answer.
  • Determine appropriate action when handling confidential information.
  • Decide how to distribute information, what method to use, and to whom to send it.
  • Decisions regarding a variety of tasks using sensitivity, discretion and tact.
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