Administrative Assistant (Medical Clinic and SSP)

Result of Service

Provide Administrative support to the medical clinic and the SSP unit

Work Location

Montreal

Expected duration

6 months

Duties and Responsibilities

THE ORGANIZATIONAL SETTING

The Staff Employment and Administration Section (SEA) is one of three Human Resources sections within the Administration and Services Bureau in ICAO. SEA is responsible for administration of contracts (staff and non-staff personnel), contract management, administration of benefits and entitlements, management of pension and other social security entitlements, oversight of the Medical Clinic and staff accreditation matters
The Medical Clinic of ICAO provides basic health services to all internationally and nationally recruited staff members and their recognized dependents, Members of Delegations and their respective family members and to staff of other UN entities based in Montreal. The Clinic is under the oversight of the Staff Employment and Administration Section (SEA).

Under the supervision of the Human Resources Specialist (SSP), the incumbent works in collaboration with the Doctors and the Nurse of the Medical Clinic.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (Incl. Expected Results)
Runs the front desk of the medical clinic, receiving and responding to queries organizing appointments for medical examinations, transmitting documents and information to relevant individuals and offices, achieving results such as

• Receive staff, make and confirm appointments, respond to telephone inquiries, filter urgent cases or messages for priority attention
• Make appointments and inform clients as well as relevant offices
• Assist in the checking in and checking out of patients and ensure that they have relevant Medicare coverage etc.
• Receive and record medical reports ensuring that all documents either filed or ready for doctor’s attention.
• Assist with typing letters to hospitals for admissions, making appointments with doctors for referral cases and in medical evacuations.
• Maintaining the schedules of doctors assigned to the Clinic

Function 2 (Incl. Expected Results)
Maintains the medical database and generate statistical reports for management decision achieving results such as:

• Data entry on appointments, time taken, types of services used, sick leave reports issued, received and cleared
• Generate and maintain statistical reports on a monthly basis on usage of the medical clinic and as an when required
• Maintain Statistics and provide monthly and yearly reports on service delivery, i.e. number of visits, requests for services from other local UN Organisations, number of sick leave certifications issued, categorisation of medical condition reviewed by the Clinic, etc.
• Inform staff members when their medical reports have been received, once cleared by the doctors
• File records after doctor or nurse’s use, ensuring that all documents are kept in the right files or pockets and maintain a clear filing system to facilitate easy retrieval of documents.
• Ensure that all sick leave data are up to date and that information is transmitted to the relevant offices of SEA, in a timely manner.
• Ensure that all medical records are scanned in a timely manner.

Function 3 (Incl. Expected Results)
Provides Administrative Support achieving results such as:

• Assist the nurse in coordinating informational session to staff
• Ensure, confidentiality of employee medical files.
• Update information and content for the medical clinic website, in consultation with SSP-SEA and Nurse
• Assist the nurse in evaluating supplies, preparing orders and maintaining an efficient inventory and stock of medications/ vaccines and other medical supplies and equipment.
• Assist in the preparation of medical reports that might be required for Staff Pension Committee

Function 4 (Incl. Expected Results)
Provides back up administrative services to SSP, when needed achieving results such as:
• Scanning and recording documents in the electronic filing system
• Maintaining electronic filing system of SSP and ensuring that filing is done in a timely manner.
• Serves as the back-up to the HR Assistants on pension and medical matters
• Prepare to whom it may concern letters for staff and retirees as an when required
• Assist in setting up appointments on behalf of staff members for RAMQ purposes

Qualifications/special skills

Education:

Essential
• Completion of full secondary education

Desirable
• Successful completion of formal secretarial training and courses on the application of or equivalent

Experience:
Essential:
• At least four years’ administrative experience.
• Experience in dealing with various clients in an international environment.
• Experience handling/ filing medical records.
• Highly proficient in the use of Microsoft office suite, especially MS Word, Excel and database software applications

Desirable:
• Pervious experience working in a clinic or similar environment
• Work experience in international organizations and in the United Nations system.
• Experience using software applications that are used in the medical field.

Languages

Essential
• Fluent reading, writing, and speaking abilities in English.
Desirable
• A working knowledge of French and another language of the Organization (Arabic, Chinese, Russian or Spanish).

Additional Information

This consultancy is to be filled for a period of six (6) months, with a possibility of extension. The daily rate (Band A) will be CAD $196.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.