Office Manager

**Role Description**

The Office Manager plays a crucial role in ensuring the smooth operation of a hybrid school and clinic setting. This position requires a highly organized, detail-oriented, and proactive individual who excels in managing administrative tasks, coordinating day-to-day activities, and supporting the leadership team. The Office Manager will serve as the central point of contact for staff, clients, and external partners, creating an efficient and welcoming environment for all.

**Key Responsibilities**

**Administrative Operations**
- Oversee the daily operations of the office, including policy maintenance, supplies management, and maintaining an organized workspace.
- Maintain accurate records for all students, clients, and staff, ensuring compliance with regulatory and privacy standards.
- Develop and refine office procedures to streamline workflows and improve operational efficiency.
- Provide administrative support to the leadership team, including preparing bulletins (memos, etc.), managing correspondence, and coordinating meetings.

**Team Support**
- Assist in the recruitment process for all roles, including posting job openings, reviewing resumes, and conducting initial screenings.
- Facilitate onboarding and training for new employees, ensuring they are equipped with the resources and knowledge to succeed.
- Provide support and feedback to team members to ensure consistent execution of delegated tasks, and compliance with organizational standards of practice.
- Providing direct-care support through lunch-hour supervision, and/or periodic hands-on support in classrooms or school-wide events.

**Client and Family Relations**
- Greet families and clients, providing a warm and professional first point of contact.
- Address client day to day inquiries and concerns promptly, escalating issues to the appropriate team members when necessary.
- Assist with the intake and registration process, ensuring all forms and documentation are complete and up-to-date.
- Assist in facility tours, information sessions and/or trial or assessment for new students.

**Inventory & Facility Management**
- Manage inventory of supplies, equipment, and resources taking responsibility for organizational systems that support inventory management.
- Track and follow up with maintenance and/or facility specific requests.
- Oversee the inventory of educational and clinical supplies, requesting reordering as needed to prevent shortages.

**Compliance and Reporting**
- Ensure compliance with health and safety regulations, and all Magnificent Minds Policies and Procedures, including the maintenance of emergency plans and supplies.
- Support compliant management of personal health information (staff and client), while meeting all regulatory requirements (CRPO and CPO).
- Manage (oversee, update and/or distribute) all amendments to Magnificent Minds Policies & Procedures.
- Integrate knowledge of existing Policies & Procedures into project plans and/or day to day facility undertakings.

**Technology and Systems**
- Maintain office systems, including scheduling software, electronic health records, and communication platforms.
- Troubleshoot minor IT issues and coordinate with external tech support when necessary.
- Ensure all team members have access to the necessary technology and provide training on its use.

**Qualifications**

**Required Skills and Experience**
- Proven experience in office management, preferably in a school or clinical setting.
- Strong organizational and multitasking abilities with a keen attention to detail.
- Excellent communication and interpersonal skills, with the ability to interact professionally with a diverse range of stakeholders.
- Proficiency in office software, including Google Suite and scheduling platforms (such as JaneApp).
- Familiarity with health and safety regulations and compliance requirements for school/clinic environments.
- Comfort working in an environment with children and youth, maintaining a calm and professional demeanour.

**Preferred Skills and Experience**
- Experience working directly with children or clients in school or clinical settings.
- Knowledge of child development, education, or healthcare terminology.
- Experience managing or adhering to organization policies and procedures.

**Key Attributes**
- **Problem-Solver**: Takes initiative to identify and resolve operational challenges.
- **Collaborative Leader**: Encourages teamwork and fosters a positive, inclusive workplace culture.
- **Adaptable**: Thrives in a dynamic environment and is comfortable balancing competing priorities.
- **Discreet**: Maintains confidentiality regarding sensitive client and staff information.

**Work Environment**
- This role is based in a fast-paced, child-focused environment that blends educational and therapeutic services.
- The position may require occasional evenings to accommodate special events or urgent needs.

**Benefits**:

- Casual dress
- On-site parking

Schedule:

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