Administrative Assistant

About us

PEP is establishing a Family Health Team (FHT) in Perth and is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will provide administrative support to the Executive Director and the medical practitioners and ensure the smooth operation of our office. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously.

Overview:
As an Executive Assistant, you will provide administrative support to the Executive Director and the medical practitioners and ensure the smooth operation of our office. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously.

JOB SUMMARY:

The Administrative Assistant will play an integral role in the success of the Family Health Team (FHT) whose primary function is to assist the Executive Director, the Management Team and Medical Practitioners to achieve the vision, mission and goals of the Perth Family Health Team.

Roles & Responsibilities:

• Assist the Executive Director, the Clinical Lead and Medical Practitioners with Administrative functions as needed
• Arrange training, meetings and coordinate schedules in EMR and via email, ensure participation and necessary agendas and minutes if necessary
• Support all Inter-Health Professionals with statistical data reporting to the Quality Health Patient Safety Committee (QHPSC), the Board of Directors, and Ontario Health
• Provide administrative support for the day-to-day operations of the FHT
• Liaison with all team members and the appropriate vendors with regard to administrative concerns, computer, telephone and systems performance
• Assess ongoing process and operational flow, provide feedback and make recommendations
• Manage scanning and lab vendors; work with the Executive Director to bring our capabilities to the latest standards within our funding parameters.
• Prepare reports and presentations for the Executive Director, Clinical Lead or Board of Directors
• Coordinate and oversee the gathering of information for reports to Ontario Health
• Assists in the development and production of internal communications and public relations materials,
• Create documents, letterhead, templates, maintain work instructions and flow plans
• Assist the Finance Manager with financial/bookkeeping responsibilities and coordinate with FHO Bookkeeper
• Replenish kitchen supplies as needed and manage petty cash
• Maintain inventory and purchasing of medical supplies, office supplies etc.
• Attend any meetings as requested or required

Time Management/Organizational Role:

• Maintain current working knowledge of AFHTO policies and procedures, ensuring that all posted documentation is current and accurate
• Keep up to date with organizational events, policies and changes both internally and with our community partners
• Liaison on behalf of the FHT with Ontario Health (QIP), AFHTO and local stakeholders and partners
• Arrange priorities as necessary to perform tasks

Team Development:

• Contribute to the efficient functioning of the organization and the attainment of goals
• Promote awareness of the FHT services and programs
• Uphold a positive job attitude; maintaining a safe and healthy work environment
• Demonstrate a willingness to assist others working in a team-centered environment
• Demonstrate flexibility in accomplishing tasks
• Use the most effective and efficient method to deliver activities and services while improving quality

Professional Development:

• Assist in developing and executing an annual training and development (both mandatory and skills based) plan that is in line with strategic planning and individual needs
• Continually upgrading skills, abilities and knowledge to meet the demands of the position
• Participate in continuing education activities

Skills and Abilities:

• Expresses self clearly & concisely – both written & verbal
• Demonstrated ability to work with a team and work independently
• Listens & responds effectively, be open and non-judgmental
• Support and understanding of other team members
• Ability to deal with multiple requests, calls and prioritize work
• High degree of accuracy and attention to detail

Education and Experience:

• Diploma or certificate in Medical Secretary program an asset
• 3 years work experience in an administrative position, preferably in a healthcare organization
• Understanding of Ontario Health an asset
• Knowledge of Personal Health Information Protection Act (PHIPA)
• Excellent customer service skills
• Excellent Information Technology skills, including proficiency in computer applications: Windows, Microsoft Office, EMR (preferably Practice Solutions), database development
• Understands the working and maintenance of all office equipment including (but not limited to) computers, printers, scanner, fax, photocopier, label makers, telephone system, AV Equipment
• Excellent written and verbal communications skills
• Excellent organization, interpersonal, leadership skills
• Advanced knowledge of Microsoft Excel
• Proficiency in Microsoft Office Programs/PowerPoint
• Data Analysis
• Medical Terminology

Confidentiality of Information:

• Ensures adherence to the freedom of information act and protection of privacy
• Exercises care with caution in protecting confidential and sensitive information related to patients and personnel

Our Family Health Team (FHT) is dedicated to an inclusive and barrier-free recruitment process. We recognize the importance of accommodating applicants with disabilities throughout the recruitment, selection, and assessment stages. If you need accommodations to ensure equal participation in the application, interview, or selection processes, please reach out to us. We will make every effort to provide suitable accommodations that consider your individual accessibility requirements

If you are a detail oriented, collaborative individual who thrives in a fast-paced environment, we would love to hear from you. Apply today to join this dynamic team!

Job Type: Full-time

Salary: $40,000.00-$50,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Work Location: In person