Healthcare Administrative Associate

3 weeks ago

Brampton, Ontario, Canada Home and Community Care Support Services Full time

Position Overview

Are you a meticulous individual with exceptional organizational skills, capable of maintaining accuracy in a dynamic work environment filled with interruptions? If you are looking for a fulfilling career in a supportive organization that prioritizes the well-being of its employees and the community, you have found the right opportunity.

By leveraging your experience in healthcare administrative support, you will play a vital role in facilitating accessible, patient-focused care while being part of a collaborative team comprising over 8,000 regulated healthcare professionals.

As a key member of our team, your mission will be to assist our patients in achieving better health outcomes at home, while you enjoy our resources for professional development, personal wellness, and a balanced work-life experience.

Key Responsibilities

  • Deliver organized and proactive administrative assistance, including the preparation, review, processing, and distribution of correspondence, presentations, and reports.
  • Aid in departmental initiatives, events, programs, processes, projects, and reporting obligations.
  • Manage the calendars of Directors and Managers by scheduling meetings with both internal and external stakeholders, adjusting as necessary based on evolving priorities.
  • Oversee confidential voicemail and ensure proper communication to the responsible parties.
  • Organize materials and supplies for meetings and conferences, ensuring all equipment is operational.
  • Draft agendas and take minutes for established committees or working groups.
  • Assist in confidential quality of care reviews following patient safety incidents, including scheduling stakeholders and preparing draft reports for leadership review.
  • Support the internal complaints review process.
  • Maintain files, confidential records, and tracking logs for escalated complaints and safety issues; compile documents for external submissions as needed.
  • Facilitate administrative processes related to legal claims and insurance matters.
  • Manage department-specific communication channels.
  • Keep division documents, policies, and reports current, and maintain files on the designated platforms.
  • Provide administrative support for policy systems and assist in policy and procedure management.
  • Prepare and compile internal or external survey data as required.
  • Gather information to respond to inquiries from various sources.
  • Generate and modify statistical reports, including those from event reporting systems.
  • Monitor and process departmental invoices and budget records as necessary.
  • Prepare travel or conference requests and manage post-travel expense reports.
  • Uphold the mission, vision, and values of Home and Community Care Support Services, applying the quadruple aim to foster continuous quality improvement.
  • Utilize quality improvement tools to enhance care and service delivery, fostering a culture of ongoing improvement.
  • Promote an inclusive work environment where everyone feels they belong.
  • Demonstrate a commitment to fostering a positive culture of equity, inclusion, diversity, and anti-racism.

Qualifications

  • Post-secondary Certificate or Diploma in Business Administration, general administration, or a related field (or equivalent combination of education and experience).
  • A minimum of two years of post-secondary education in Office or Business Administration, Project Coordination, or a related program.
  • At least two years of recent relevant experience.
  • Compliance with a mandatory COVID-19 vaccination policy is required prior to employment.

Preferred Skills and Knowledge

  • Advanced proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook, Lync, Visio) and Adobe Professional.
  • Two to three years of experience providing administrative support to leadership, preferably in a healthcare setting.

Skills and Abilities

  • Advanced proficiency in Microsoft Office, including MS Teams and related applications.
  • Strong keyboarding and data entry skills.
  • Experience with Learning Management Systems (LMS) and/or SharePoint is an asset.
  • Excellent customer service skills.
  • Ability to analyze information, solve problems, and make sound decisions.
  • Accountable for actions and decisions, with the ability to refer issues to leadership as necessary.
  • Flexible and adaptable to change.
  • Proven ability to synthesize information from various sources into effective materials.
  • Strong verbal communication skills, capable of engaging stakeholders effectively.
  • Detail-oriented, well-organized, and able to manage multiple tasks with competing priorities.
  • Basic project management skills.
  • Familiarity with quality improvement tools is a plus.

Communication and Interpersonal Skills

  • Clear and concise verbal and written communication skills.
  • Ability to communicate effectively with various stakeholders while maintaining a positive organizational image.
  • Discretion in handling sensitive and confidential information.
  • Establish and maintain positive relationships with key stakeholders.
  • Respect for diverse backgrounds and cultures.
  • Proficiency in French or another language is an asset.

Work Schedule

This position typically operates Monday to Friday, 8:30 AM to 4:30 PM (35 hours/week), with flexible work options available, including a hybrid model of in-office and remote work.

What We Offer

We recognize that wellness is supported by work-life balance. In an inclusive culture that fosters continuous learning, growth, and innovation, we provide:

  • Competitive compensation packages and benefits.
  • Opportunities for professional development.
  • Membership in a defined benefit pension plan.

About Us

We are Home and Community Care Support Services, dedicated to serving every individual in Ontario. We collaborate with patients, caregivers, healthcare providers, and organizations to deliver responsive, integrated, patient-centered care.

Commitment to Equity, Inclusion, Diversity, and Anti-Racism

We are committed to fostering a culture of equity, inclusion, diversity, and anti-racism. We strive to attract and develop a workforce that reflects the diverse communities we serve. We welcome applications from all qualified individuals and provide accommodations for candidates with disabilities during the recruitment process upon request.

All applications will be reviewed; however, only those selected for an interview will be contacted.

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