The purpose of this position is to provide administrative support services to the Physician Leaders and staff of Medical Affairs. The position will ensure efficient service delivery by the Medical Affairs Division and coordinate administration of payroll, finance, and personnel leave of Medical Affairs and Physician staff.
Duties:
- Assist with personal time management by scheduling meetings and appointments: protecting identified time periods for office duties; resolving conflicts which arise by re-scheduling commitments, coordinating travel arrangements and preparation of travel claims.
- Types letters, reports, minutes of meetings, and memorandums. Correspondence material includes letters of approval to physicians for overtime or additional fee-for-service work.
- Administrative support is responsible for proofreading letters for accuracy, ensuring appropriate enclosures are included.
- Prepare faxes and e-mails in response to inquiries.
- Prepares payroll for the Medical Affairs division. Ensure leave forms are submitted on a timely basis, reviewed for accuracy as per appropriate collective agreement, reviewed and approved by appropriate manager/director and submitted to payroll.
- Coordinates payments for the locum support program. Ensuring proper paperwork has been submitted. Appropriate forms have been used. Ensures dates of locum indicated are accurate. Prepare payment accordingly.
- Review, verify, and process incoming invoices in a timely and accurate manner.
- Correspondence with physicians as well as answering enquiries, making travel arrangements, paying travel claims, keeping time sheets, including CME forms and applications as well as preparation of documentation for payment.
- Prepares correspondence/memorandums as required when asked by Medical Director or Department Head to physician’s who report directly to Medical Director or Department Head.
- Receive incoming calls, answer inquiries and direct calls to appropriate person. Administrative support must be knowledgeable regarding the policies and procedures of Health PEI (not just Medical Affairs) and be able to respond to requests from the public, professionals and other staff.
- On-site RIM person. Keeps on-going record of files located in Medical Affairs. Ensure files are kept current and file listings are up to date. Maintaining filing systems, circulating and maintaining reference materials.
- Arranging and confirming appointments according to priorities and providing necessary background material. Arranging and preparing for meetings. This involves arranging meeting room location, ensuring equipment is available; lunch/coffee breaks are arranged; notifying participants by telephone/correspondence. Ensure agenda is prepared as well as briefing notes. Record and transcribe minutes and circulate to committee members.
- Process in-province travel forms and check for accuracy. Process personnel leave forms and maintain attendance records for leave and In Province Travel of the Medical Affairs division.
Minimum Qualifications:
- High school graduation supplemented by successful completion from a recognized program in business, office studies, human resources, public administration or another related field.
- Minimum typing speed of 50 wpm.
- Considerable experience in performing administrative support duties at a senior level including composing correspondence, compiling reports and responding to inquiries from the public.
- Demonstrated ability for accurate minute taking.
- High level proficiency required in various software programs, eg. word processing, electronic e-mail, spreadsheets, financial information systems, presentations, Excel skills, oracle data entry, etc.
- Must have excellent interpersonal, time management, organizational skills and the ability to work under a demanding workload.
- Demonstrated ability to maintain confidentiality.
- The successful applicant must have a good previous work and attendance record.
- Good knowledge of the Health PEI/Medical Affairs organization, priorities and policies and staff roles and relationships.
- Must have a valid driver’s license and access to a reliable vehicle, as travel is required.
- Experience in undertaking independent projects with minimum direction and supervision would be an asset.
- Knowledge of the department’s functions, priorities and policies and of staff roles and relationships would be an asset.
- Knowledge of the health system of Prince Edward Island would be an asset.
- Additional relevant education and experience will be considered an asset.
Important Notes:
Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. We would like to thank all applicants for their interest; however, only those who are selected for an interview will be contacted.
Salary Range: $28.63 - $31.15 per hour (Level G6)
Bi-Weekly Hours: 75 Hours Bi-Weekly / Monday - Friday
Posting ID:
Closing Date: Wednesday December 31, 2025 at 4:00pm
