Child and Adolescent Mental Health Outpatient Department Victoria Hospital – London Health Sciences Centre (LHSC) London, Ontario

Job Type: Part-Time Start Date: January 1, 2027 Hours: 15 hours per week (3 hours per day, Monday to Friday) Hourly Rate: $28.00–$30.00 per hour, depending on qualifications and experience Work Location: In office, Victoria Hospital, London, Ontario

Job Overview

We are seeking a highly organized, reliable, and professional Part-Time Administrative Assistant to provide administrative support within the Child and Adolescent Mental Health Outpatient Department at Victoria Hospital, London Health Sciences Centre (LHSC).

The successful candidate will play an important role in supporting the efficient operation of outpatient psychiatric services, facilitating communication between patients, families, physicians, and other healthcare professionals, and ensuring that administrative processes run smoothly.

This position is ideal for an individual with excellent organizational and communication skills, strong attention to detail, and previous experience working in a healthcare workplace.

Key Responsibilities

1. Appointment Scheduling and Coordination

- Schedule, confirm, reschedule, and coordinate outpatient psychiatric appointments.
- Maintain accurate and up-to-date physician appointment calendars.
- Communicate appointment details and changes to patients, caregivers, and healthcare professionals.
- Coordinate virtual and in-person appointments using Microsoft Teams, Webex, and other approved platforms.
- Assist with organizing follow-up appointments and managing appointment cancellations.
- Support effective clinic scheduling and patient flow.

1. Patient and Family Communication

- Respond professionally and compassionately to telephone calls, voicemails, and emails from patients and caregivers.
- Communicate relevant information to patients and families following consultation with the physician.
- Direct clinical questions and concerns to the appropriate physician or healthcare professional.
- Maintain timely and accurate records of administrative communications.
- Ensure sensitive or urgent clinical concerns are promptly escalated to the physician or appropriate clinical team member.

1. Prescription and Medical Correspondence

- Monitor incoming faxes regularly for prescription renewal requests, medical correspondence, and other clinical documents.
- Forward prescription requests to the responsible physician for review and authorization.
- Track outstanding prescription requests and follow up as appropriate.
- Coordinate communication with community pharmacies when directed by the physician.
- Ensure that prescription-related communications are handled promptly and confidentially.




- Medication decisions and prescription authorization remain the responsibility of the treating physician.

1. Electronic Medical Records and Documentation

- Support administrative functions using the One Chart (Cerner) Electronic Medical Record System.
- Maintain accurate patient demographic and appointment information.
- Assist with uploading, organizing, and routing clinical documents in accordance with hospital policies.
- Prepare and distribute correspondence as directed by the physician.
- Support administrative tracking of referrals, consultation requests, and follow-up appointments.
- Maintain organized electronic records and filing systems.

1. General Administrative Support

- Manage physician schedules, calendars, and administrative correspondence.
- Prepare letters, forms, spreadsheets, and other documents.
- Organize virtual meetings and assist with meeting coordination.
- Maintain administrative task lists and track outstanding requests.
- Coordinate communication between physicians, allied health professionals, administrative teams, and community providers.
- Assist with office supply management and other general administrative duties as required.

1. Confidentiality and Professional Standards

- Maintain strict confidentiality of patient and family information.
- Comply with the Personal Health Information Protection Act (PHIPA) and applicable LHSC privacy and confidentiality policies.
- Demonstrate professionalism, discretion, and sensitivity when communicating with children, adolescents, and their caregivers.
- Maintain appropriate professional boundaries and follow established procedures for handling confidential information.
- Recognize the importance of working in a mental health setting and demonstrate a respectful, compassionate, and non-judgmental approach.

Qualifications and Experience

Required Qualifications

- Completion of a post-secondary diploma or certificate in Office Administration, Medical Office Administration, Health Administration, or a related field, or an equivalent combination of education and experience.
- Previous administrative or clerical experience, preferably in a healthcare or medical office setting.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks, prioritize responsibilities, and work independently.
- Strong attention to detail and accuracy in documentation.




- Proficiency in Microsoft Office applications, including:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft Teams
- Microsoft OneDrive
- Microsoft PowerPoint
- Familiarity with Webex and other virtual meeting platforms.
- Ability to handle sensitive and confidential patient information.
- Excellent interpersonal skills and ability to communicate effectively with patients, families, physicians, and multidisciplinary healthcare teams.

Preferred Qualifications
- Previous experience working at London Health Sciences Centre (LHSC).
- Familiarity with the One Chart (Cerner) Electronic Medical Record System.
- Previous experience in an outpatient clinic, hospital, or mental health service.
- Familiarity with medical terminology, particularly psychiatric and mental health terminology.
- Experience coordinating physician appointments and managing patient referrals.
- Knowledge of hospital administrative processes, including prescription renewal requests, electronic documentation, and clinical correspondence.
- Experience working with children, adolescents, and families in a healthcare setting.

Personal Attributes The ideal candidate will demonstrate:
- Reliability, punctuality, and professionalism.
- Excellent interpersonal skills.
- Compassion and sensitivity when communicating with patients and families experiencing mental health challenges.
- Strong problem-solving skills and initiative.
- Ability to work efficiently with minimal supervision.
- Flexibility and adaptability in a busy clinical environment.
- Strong commitment to confidentiality and ethical professional conduct.
- Ability to work collaboratively with physicians and other members of the multidisciplinary team.

Work Schedule and Compensation Position: Part-Time Administrative Assistant

Location: Child and Adolescent Mental Health Outpatient Department, Victoria Hospital, LHSC, London, Ontario

Hours: 3 hours per day, Monday to Friday (15 hours per week)

Hourly Rate: $28.00–$30.00, depending on experience and qualifications

Anticipated Start Date: January 1, 2027

The successful candidate will be expected to work on-site during agreed working hours.

How to Apply

Interested candidates are invited to submit:

- An updated résumé outlining relevant education and work experience.
- A brief cover letter describing their interest in the position and relevant administrative or healthcare experience.

Applicants with previous LHSC experience and familiarity with the One Chart (Cerner) system are particularly encouraged to apply. Application Deadline: 3rd of November, 2026

Application Method: Apply through Indeed or send above details to [email protected]

Pay: $28.00-$30.00 per hour

Expected hours: 3.0 per week

Work Location: In person

📌 Administrative Assistant (London)
🏢 LHSC Victoria Hospital
📍 London