Office Management Specialist

3 weeks ago

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

Position Overview

Are you a meticulous and organized individual who thrives in a dynamic environment with frequent demands? Are you looking for a fulfilling career that emphasizes support for others within an organization that values your contributions? Your search ends here.

By leveraging your administrative support experience in the healthcare sector, you will play a pivotal role in facilitating connected, accessible, and patient-focused care, supported by our collaborative team of over 8,000 healthcare professionals.

As an integral member of our team, your mission will be to assist our patients in achieving better health outcomes at home, while enjoying our resources for professional development, personal well-being, and a balanced work-life dynamic.

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 most responsible individual.
  • Organize materials and supplies for meetings and conferences, ensuring that all equipment is operational as required.
  • Create agendas and take minutes for established committees or support working groups and short-term projects.
  • Assist in confidential quality of care reviews following patient safety incidents, including scheduling stakeholders, note-taking, and drafting reports for the Quality and Risk Leaders' review.
  • Support the internal complaints review process.
  • Maintain files, confidential records, and tracking logs of escalated complaints and safety incidents; 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, posting and maintaining files on the designated platform.
  • Provide administrative support for policy systems and assist in policy and procedure management.
  • Prepare and compile internal or external survey data as required.
  • Gather background information to address 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 post-travel expense reports.
  • Embody 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, promoting a culture of ongoing improvement.
  • Foster an inclusive work environment where all individuals feel they belong.
  • Demonstrate a commitment to creating 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

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 formal leaders, preferably in a healthcare setting.

Skills and Abilities:

  • Advanced proficiency in Microsoft Office, including MS Teams and applications.
  • Strong keyboarding and data entry skills.
  • Experience with Learning Management Systems (LMS) and/or SharePoint is an asset.
  • Excellent customer service abilities.
  • Strong analytical skills, problem-solving capabilities, and sound decision-making.
  • Accountable for actions and decisions, with the ability to refer issues to the Director/Manager as necessary.
  • Flexible and adaptable to change.
  • Proven ability to synthesize information from various sources into effective materials.
  • Strong verbal communication skills and the ability to engage stakeholders effectively.
  • Detail-oriented, well-organized, and capable of managing multiple tasks with competing priorities.
  • Basic project management skills.
  • Familiarity with quality improvement tools.

Communication and Interpersonal Skills:

  • Clear and concise verbal and written communication skills.
  • Ability to communicate effectively with a diverse range of individuals.
  • 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 operates Monday to Friday, with flexible work options available, including a hybrid model of in-office and remote work.

Benefits

We prioritize wellness and work-life balance. In an inclusive culture that supports continuous learning and growth, we offer:

  • Comprehensive compensation packages and benefits.
  • Valuable professional development opportunities.
  • 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 community organizations to deliver responsive, integrated, and 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 welcome applications from all qualified individuals and provide accommodations for persons with disabilities during the recruitment process upon request.

All applications will be reviewed; however, only those selected for an interview will be contacted. We encourage applications from individuals with disabilities and provide accommodations as needed throughout the selection process.

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