Admin/clerical Coordinator

4 weeks ago

Toronto, Canada St. Michael's Hospital Full time

St. Michael's Hospital, Department of Family & Community Medicine operates a progressive, community based, Academic Family Health Team. Our vision of seamless patient centered care continues as we grow, thrive and partner within our community.

**DUTIES & RESPONSIBILITIES**:

- Manage the physician duty schedule and clinical room schedule
- Monitor patient access issues and collaborate with physicians and nurse practitioners to improve
- Manages the clerical staff schedule - Preparation of staff schedule every six weeks and data entry.
- Daily unit staffing ensuring that vacation and any other off duty requests are granted where possible and the unit is fully covered.
- Provide clerical/administrative leadership in quality improvement initiatives
- Assigns clerical tasks ensuring that projects are completed on a timely manner, ensuring the unit is running smoothly as far as clerical assignments are concerned including data entry, designing forms, liaising with printing, medical media and other DFCM staff.
- Coordinates and participates in unit meetings including agenda seeking and preparation as well as minutes taking and distribution for clerical and quality
- improvement meetings. Works alongside nursing team leads to coordinates equipment repairs both with internal and external departments ensuring all equipment is functional including, thermometers, hospital card makers, TVs, fax, photocopiers, computers, phones, etc.
- Acts as the contact person for Physicians, multi-professional and other staff needs /issues including, booking rooms, catering etc.
- Coordinates staff training workshops including, replacing staff previously scheduled to work, booking workshops, Fit testing, and any other workshops/trainings.
- Works closely with the CLM, and other staff to identify opportunities for enhancing efficiencies within the various areas
- Using outstanding organizational and time management skills to research coordinate and prepare materials and presentations as required.
- Using excellent decision making and problem solving skills, prioritize and identify relevant support for the resolution of issues in the day to day operations
- Monitors and report all clinical statistical activity to CLM on monthly basis.
- Assist to develop and maintain database of all outside (non-stock) orders, ordering information and contact information
- Preparation of data analysis, develops graphs, charts and presentations of critical indicators to recommend areas of financial concerns.
- Assist with the clinic opening which may include - reception, coordinating the recruiting of new staff, stocking of supplies and other duties as required.

**QUALIFICATIONS**:

- College diploma in an administrative field or an equivalent combination of experience and education.
- Demonstrated knowledge of medical and scientific terminology
- A minimum 5 years current hospital experience in a fast paced environment
- Excellent analytical, interpersonal and communication skills
- Proficiency in the use of computers with proven experience in data manipulation, interpretation and extraction of information.
- Knowledge of electronical medical systems, Practice Suites Solutions other SMH data systems an asset
- Ability to prioritize and identify relevant support for the resolution issues in the day to day operations.
- Industrious, organized, methodical worker with ability to use initiative, good judgment and pays attention to detail.
- Strong customer service orientation with excellent interpersonal and communication skills to liaise with all levels of hospital staff as well as individuals from various community needs.
- Ability to work well both independently and as part of a team
- Excellent attendance record.

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