Office Manager

2 weeks ago


Newmarket, Canada Southlake Academic Family Health Team (we are not the hospital) Full time

**Job Posting: Temporary Office Manager - Newmarket Physician Services**

**Position Title**: Office Manager of Newmarket Physician Services
**Location**: Newmarket, Ontario
**Employment Type**: Full-Time, Temporary Contract

**About Us**:
The Southlake Academic Family Health Team (SAFHT) is dedicated to providing comprehensive primary care to the Newmarket community. We are seeking a temporary Office Manager to oversee the operations of the Physician Services division at our busy Newmarket site. This position requires a motivated, resourceful individual with strong leadership, problem-solving, and communication skills.

**Position Summary**:
**Key Responsibilities**:

- Oversee daily operations of Physician Services (call centre, patient flow, referrals, scanning, billing) to ensure compliance, appropriate staffing, and task completion.
- Supervise, train, schedule, and manage the performance of all administrative staff within the Physician Services Division.
- Analyze key performance indicators to identify potential issues and implement corrective actions.
- Work collaboratively with the Newmarket Physician Group to optimize processes, procedures, and staffing in a fiscally responsible manner.
- Investigate and resolve patient complaints relating to administrative services.
- Facilitate monthly Physician Services Administrative meetings and participate in physician meetings.
- Oversee physician scheduling and room assignments.
- Act as a liaison between administrative staff, physicians, and stakeholders to ensure organizational goals are achieved.
- **Monitor expenses and manage budgets** within Physician Services to ensure efficient use of resources, identify cost-saving opportunities, and maintain fiscal responsibility.
- Support administrative tasks during staff shortages or increased workload.
- Other duties as assigned.

**Qualifications**:

- College diploma or university degree in Human Resources, Business Management, or Medical Reception is preferred.
- Minimum of 2 years of management experience, preferably in a medical office environment.
- Experience implementing new projects, systems, or processes in a clinic setting is considered an asset.
- Superior performance and attendance record.
- 2 years of experience as a medical receptionist is an asset.

**Skills and Competencies**:

- Strong leadership with excellent problem-solving and conflict resolution abilities.
- Proficient in change management and operations oversight.
- Demonstrated ability to communicate clearly and collaborate effectively with physicians, staff, and patients.
- Experience with TELUS Practice Solutions Suite is an asset.
- Commitment to maintaining effective, efficient patient flow processes.
- Ability to analyze operational metrics and take proactive corrective action.
- Strong organizational and time management skills.

**Why Join Us?**
- Opportunity to work in a collaborative, dynamic healthcare setting.
- Lead an experienced team supporting high-quality patient care.
- Contribute to optimizing healthcare operations through effective leadership and resource management.

**How to Apply**:
Please submit your resume and cover letter.

**We thank all applicants for their interest; however, only those selected for an interview will be contacted.**

**Overview**

**Duties**
- Supervise and coordinate office activities to ensure smooth operations.
- Manage office clerical tasks, including filing, data entry, and maintaining records.
- Oversee phone systems to facilitate effective communication within the office.
- Develop and implement training programs for new hires and ongoing staff development.
- Support human resources functions, including onboarding and employee relations.
- Communicate effectively with team members to foster a collaborative work environment.
- Maintain office supplies inventory and order materials as needed.
- Assist in the development of office policies and procedures to enhance efficiency.

**Experience**
- Proven experience as an Office Manager or in a similar administrative role.
- Strong supervisory skills with the ability to lead a team effectively.
- Excellent communication skills, both verbal and written.
- Experience in human resources management is a plus.
- Ability to multitask, prioritize responsibilities, and meet deadlines in a fast-paced environment.

**Job Types**: Full-time, Fixed term contract
Contract length: 6 months

Expected hours: 37.5 per week

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Work Location: In person



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