Office Manager/administrative Assistant

**Job Title: Office Manager/Administrative Assistant** (1.0 FTE - full-time, permanant)

**Hours of work**:37.5 hours per week

**Location**:Unit 102 - 171 East Liberty Street, Toronto, ON

**About Village Family Health Team**

Village Family Health Team serves the rapidly growing neighbourhoods of Liberty Village, King/Queen West and Parkdale in Southwest Toronto. We are a leading healthcare organization committed to providing exceptional care and support to our community. We pride ourselves on delivering patient-centered care and fostering a collaborative, compassionate, and innovative healthcare environment. We offer a wide range of programs and services to address the diverse healthcare needs of our community with a focus on chronic disease management, mental health and addictions, and health promotion and wellness. We believe in proactive healthcare that include health education and preventive screenings to empower our patients to live their healthiest lives.

**Position Summary**

The Office Manager plays a key role in ensuring the smooth operation of the clinic by coordinating front desk and administrative functions, supporting program logistics, and working closely with the Executive Director, physicians, and interdisciplinary team. The role includes overseeing the reception team and assisting with broader office needs, technology troubleshooting, vendor coordination, and new staff onboarding.

**Key Responsibilities**

**Reception & Patient Support**
- Supervise, train, and support the reception team to ensure smooth day-to-day operations
- Coordinate patient flow and Advanced Access scheduling
- Ensure a positive patient experience by overseeing appointment scheduling, communication, and addressing patient concerns
- Answer routine questions and refer patients as appropriate
- Provide clerical support to clinicians (e.g., referrals, correspondence, faxes)
- Monitor and maintain cleanliness of the waiting and reception areas
- Handle patient complaints in a sensitive and proactive manner

**Administrative & Office Operations**
- Provide administrative support to the Executive Director and program teams
- Manage supplies, office inventory, and liaise with vendors and service providers (e.g., IT, security, facilities)
- Support financial tasks (e.g., cheque requisitions, VISA reconciliations)
- Assist with onboarding of new staff, workspace setup, and maintaining team contact lists
- Update website and respond to online inquiries
- Troubleshoot basic tech issues or coordinate external tech support
- Maintain organized electronic and paper filing systems
- Participate in organizational projects and special assignments as needed
- Facilitate and provide leadership for the implementation of new projects in the clinic
- Support independent contracting physicians of the Family Health Organization with their practice management
- Initiate, facilitate, and implement ongoing quality improvement initiatives to support best practices

**Qualifications**
- Minimum 3 years’ experience in a medical office or primary care setting
- Bachelor’s Degree, preferably in Health Admin or health-related field
- Experience supervising or coordinating staff in a healthcare environment
- Familiarity with Electronic Medical Records (EMR); QHR Accuro experience an asset
- Proficiency with Microsoft Office and general office technologies
- Knowledge of Advanced Access principles
- Excellent interpersonal, written, and verbal communication skills
- Strong problem-solving, organizational, and time management abilities
- Demonstrated ability to maintain confidentiality and professionalism
- Familiarity with PHIPPA legislation, occupational health & safety, and the Employment Standards Act
- Experience working with or supporting patients with mental health and addictions is an asset
- Ability to provide exceptional service in a fast-paced setting

**Benefits**
- Competitive salary and benefits package including HOOPP pension plan.
- Opportunities for professional development and continuing education.
- Supportive and collaborative work environment.
- Meaningful work serving our community's healthcare needs

**How to Apply**

**Job Types**: Full-time, Permanent

Pay: $80,000.00 per year

**Benefits**:

- Company pension
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

Expected start date: 2025-08-18