Contract Services Assistant

6 days ago

Markham, Canada Home and Community Care Support Services Full time

**Job Description**:
****:
Reporting to the Director, Contracts and Relationships, this position provides administrative support to the Director and the Contract Services Team, and monitors service provider contracts for compliance with Home and Community Care Support Services standards and obligations.

**MAIN ACTIVITIES - Description of Specific Duties**

Administrative Support
- Provides logístical preparation for internal and external stakeholder meetings (team meetings, committee meetings, Service Provider meetings, etc.) including scheduling, booking of meeting rooms, distribution of agendas and supporting materials, and transcription of meeting minutes
- Assists with Service Provider site visit planning, applicable quarterly reporting, and correspondence and document tracking and filing
- Maintains updated Service Provider Contact Lists, Management Emergency Contact Lists, and Outlook Distribution Lists
- Establishes and maintains appropriate departmental records, including the updating and maintenance of departmental SharePoint sites (i.e. updating and uploading documents and links) in accordance with HCCSS records management protocols
- Identifies and discusses non-routine items with Director, Contracts and Relationships to determine action required and relays instructions to appropriate area; identifies contentious issues that arise, ensuring Director is informed
- Liaises with other Administrative Assistants and Executive Assistants as necessary to resolve administrative problems, implement practices for continuous quality improvement and ensure the smooth running of the department
- Assists with the orientation of new staff and ensures they have necessary supplies and equipment

Provider Performance Monitoring
- Tracks ongoing legislation compliance by Service Providers (i.e. AODA, PHIPA)
- Manages Health Partner Gateway (HPG) System Access and provincial Report Portal Access process for Service Providers
- Inputs and extracts data for leadership review of provincial performance management, using determined performance metrics including 5-day wait time, acceptance/refusal rates, and missed care

**QUALIFICATIONS/SKILLS**

**Education**
- Ontario Secondary School Diploma in conjunction with relevant and related training and certification as a minimum.
- Community College program or Undergraduate degree in Business, Social Services, Health Discipline, or other related field is preferred.

**Knowledge**
- Minimum of three years previous experience in an office environment with good understanding of office processes and procedures.
- Advanced keyboarding skills and proven proficiency with a variety of software programs in the Microsoft Office Suite, including the ability to use presentation and document development software (i.e. PowerPoint, Visio) and teleconferencing/videoconferencing software (i.e. MS Teams, VOIP telephone system).
- Strong knowledge of Home and Community Care Support Services administrative practices and procedures, including client information system and business objectives and priorities, or demonstrated ability to learn quickly.
- Demonstrated aptitude for continuous quality and process improvement.

**Communication/Interpersonal Skills**
- Excellent oral and written communication skills with a sound knowledge of the English language to facilitate effective communication and collaboration with all levels of internal Home and Community Care Support Services staff and stakeholders, and external stakeholders including Service Providers and members of the public
- French language skill an asset

**EFFORT**

**Physical, Visual, Auditory and Concentration Demands**

Physical Demands

Ability to sit for an extended period of time for computer use, possession of fine motor skills as it relates to strong and efficient keyboarding skills.

Visual Demands

Continuous computer use, and use of additional external computer monitor to ensure accuracy and efficiency as it relates to preparation of reports, presentations, correspondence, and other required materials.

Auditory Demands

Frequent requirement for listening and participating in team meetings to ensure minutes are accurately captured, [FA2]phone calls, and verbal correspondence with internal and external stakeholders.

Concentration Demands

Requirement for precision and accuracy as it relates to reporting and review of materials, including proof-reading of contracts and documents, [FA3]often incorporating information from a variety of sources.

**Problem Solving/ Complexity**

Ability to solve relatively routine problems in a timely and efficient manner.

Provides routine advice and guidance, including troubleshooting assistance, regarding online portals and intranet, and redirects inquiries from internal and external stakeholders to the most appropriate person or team.

**RESPONSIBILITY**

**Accountability and Decision Making**

Offers recommendations, direction, and support to internal and external stakeholders as it relates

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