Skip to the content of the web site.

Administrative Assistant and Referral Management Secretary

Date: April, 2014
Reports to (Job Title): Clinic Administrative
Jobs Reporting (Job Titles): None
Location: Optometry Clinic


35 hr/wk  Contingent upon funding

Primary Purpose

The University of Waterloo Optometry Clinic provides a clinical facility for the education of students registered in the Doctor of Optometry program at the University of Waterloo.  In addition it provides a comprehensive optometric service to the general public through in-house patient care and special populations in the immediate region, in the Province of Ontario, across Canada and in the Third World.

Key Accountabilities:

Ensuring the smooth operation of both clinic areas by performing the following tasks:


Position Requirements


Medical secretarial diploma, medical terminology course, optometric assistant diploma or equivalent experience required.


The incumbent must have had previous work experience in a health care facility preferably in an optometric setting.



Technical Experience

A working knowledge of the Computer Information System (CIS) or a similar computerized appointment booking system is required.  Strong computing skills using Microsoft Word and Excel is necessary


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

All staff working within the clinic must be sensitive to the needs of both students and patients.  In addition the incumbent will be required to deal with personnel from ophthalmology practices, local optometric practices within the community,  and hospitals commonly used by the clinic for referrals.

Level of Responsibility:

The role requires that the incumbent provide functional direction to the interns and clinicians with all things related to patient referrals.

Decision-Making Authority:

The Referral Management Secretary is required to work independently with minimal direction from the Clinic Heads and the Clinic Administrator.

Physical and Sensory Demands:

The incumbent must have a strong work ethic, attention to detail and the ability to perform in a fast-paced and varied environment.  Providing coverage in other clinic areas may be required due to illness or during peak vacation periods.

Working Environment:

The University of Waterloo Optometry Clinic is located on the north campus and is somewhat secluded from the main campus.


The University of Waterloo Optometry clinic is open daily from 8:00 a.m. until 6:00 p.m.  Employees will be expected to accept work assignments within that time frame.  Normally rotations will be organized, but from time to time it will be necessary for the Clinic Administrator to assign alternate hours.


Specific duties of the position may change according to clinic needs.