Senior Administrative Assistant

Position Title:
Senior Administrative Assistant

Program:
Primary Care

Department:
Integrated Healthcare

Reports to:
Operations and Project Manager, Primary Care

Employment Type:
Regular Full-time, 35 hrs/wk

Pay Scale:
$26.015/hr to $30.605/hr

Benefits include:

• 4 weeks vacation, plus other leave entitlements
• Extended Group Health benefits
• Flexible Health and Wellness Spendings Account
• HOOPP Pension plan
• Employee Assistance Program

Who are we?

Pinecrest-Queensway Community Health Centre is an innovative community based, multi-service center. We strive to meet the needs of the diverse communities we serve. We work in partnership with individuals, families, and communities to achieve their full potential, paying particular attention to those who are most vulnerable and at risk. PQCHC is an equal opportunity employer and values diversity in its workforce. If at any stage in the selection process you require accommodation due to a disability, please let us know the nature of the required accommodation.

Job Summary

Provide administrative and operational support for the expansion of primary care services, working closely with the Operations and Project Manager, the PQCHC/SNCHC Integrated Healthcare team and multiple community partners and clinics. This in-person position will be based at the South Nepean Satellite Site (4100 Strandherd Dr.).

Job Specific Responsibilities:

• Serves as primary contact for collecting and consolidating data from community partners and clinics supporting primary care expansion.
• Manages development and integration of custom forms for workflows across multiple electronic health record systems in collaboration with subject matter experts.
• Establishes and maintains relationships with community partners and clinics; act as first point of contact for initiatives and escalate issues as needed.
• Supports optimal use of digital health tools, ensure smooth information flow, and provide basic troubleshooting support for the electronic medical record and related software.
• Assists with preparation of funder reporting requirements as required.
• Supports include but are not limited to, development of filing systems, photocopying and faxing, meeting coordination, communications mechanisms and development of administrative systems to ensure efficiencies.
• Prepares correspondence and other documents as assigned.
• Maintains efficient computerized information system as it relates to office and program requirements.
• Takes minutes at meetings and performs meeting preparation as required.
• Files documents, following established corporate filing procedures, pertaining to assigned Programs.
• Performs other related duties as assigned.
• Provides support and backup coverage to the Primary Care Senior Administrative Assistant for global clinic operations, which may include but not be limited to the following:
• Maintains clinic schedule spreadsheets and provider EMR schedules
• Obtains relief coverage as needed.
• Updates team meeting/clinic education schedules.
• Coordinates phone changes for clinic closures.
• Updates and provides client/provider roster lists.
• Assists assigned staff by maintaining, tracking and forwarding statistical information, travel claims, payroll and time sheet information and invoices to appropriate staff for approval and payment.

Qualifications

• Secondary school diploma with post-secondary training in office administration or equivalent education and experience.
• 3–5 years of administrative support experience, preferably in a human services setting.
• Experience with Electronic Medical Record(s) and/or Ontario government databases.
• Proficiency in operating systems, basic troubleshooting, and software applications including database management (e.g. Excel), word processing, and desktop publishing.
• Knowledge of health and social services relevant to the program area.
• Ability to work independently and collaboratively within an administrative team.
• Demonstrated skill in managing communications across diverse audiences, ensuring clarity and professionalism in all interactions.
• Flexibility to work varied hours as required.
• Fluency in English required; French or other languages considered an asset.