Administrative Coordinator

Halton Healthcare; Oakville; On-site; CAD 48,000 - 60,000; Full time

Job summary

Halton Healthcare is seeking an Administrative Coordinator to support Community Integration and Halton@Home programs across Oakville, Milton, and Georgetown sites. The role focuses on scheduling, invoicing, data management, and contract support to ensure high-quality wraparound care for patients in hospital and community settings.

The successful candidate will have a health/office administration diploma and 2–3 years of relevant experience, with strong Microsoft 365 skills and knowledge of

Qualifications

• College diploma in health or office administration or related field.
• Minimum 2–3 years in a comparable position.
• Healthcare setting experience preferred.
• Proficient with Microsoft 365 apps (Outlook, Excel, Word, PowerPoint, SharePoint, OneDrive).
• Meditech experience preferred; familiarity with CHRIS, NACRS Clinic Lite, CIHI is an asset.
• Excellent oral and written communication; strong organizational skills.

Responsibilities

• Provide administrative support to Community Integration leadership, including scheduling meetings, agendas, minutes, and presentations.
• Coordinate meetings and events; manage correspondence and document control.
• Support invoicing, data entry, and financial tracking for programs; ensure accuracy and confidentiality.
• Assist with contract management, renewals, and partner communications; maintain SLAs and processes.

Skills

Microsoft 365

Organizational skills

Communication skills

Data analysis

PHIPA/HIPAA knowledge

Education

College diploma in health or office administration

Tools

Meditech

CHRIS

TELUS

NACRS Clinic Lite

CIHI

Sharepoint/OneDrive (Microsoft 365 apps)

Job description

• Shift Schedule (Hours are subject to change based on operational needs): Day/Evening - 7.5 hour shifts
• Employment Status: Permanent Full-time
• Department: OT Home Case Mgmt
• Site Location: Multi-Site (Oakville, Milton, Georgetown)

Company Description

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcaretakes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

Reporting to the Manager of Community Integration and Halton@Home, the Administrative Coordinator plays a key role in ensuring the smooth operation of programs and services within the Community Integration portfolio. This position will provide administrative and general support to multiple programs including Halton@Home, Seamless Care Optimizing the Patient Experience (SCOPE) and Remote Care Management (RCM). This position will work closely with teams, leadership and community partners to further integrate pathways that allow for wraparound care for our patients in the hospital, in the community, and at home.

This position supports program efficiency, accuracy, and compliance through effective scheduling, billing, data monitoring, and administrative coordination. The Administrative Coordinator acts as a central point of contact for staff, patients, community partners, and service providers, helping to maintain high-quality service delivery and seamless communication across programs. This position supports partnerships within and beyond the walls of the organization ensuring service-level agreements are met.

This position will review incoming invoices for accuracy, reconcile against patient records, track and record invoices, and then move invoices forward for payment processing. This position will compile necessary data from the relevant digital platforms and will record the analytics that will be used further forinvoicing and reporting. This position will utilize the organized data to ensure efficient and seamless reporting at regularintervals. This information is used to measure the key elements and variables of various programs which will serve to improve the overall quality, efficiency and effectiveness of the service.

The Administrative Coordinator will support various additional tasks, including but not limited to: scheduling, payroll time entry, recruitment activities, procurement processes, preparing for meetings and presentations, composing and typing correspondence, preparing meeting agendas, taking meeting minutes, work on projects, support on site and off site events, order supplies, and other duties as assigned.

This role requires strong organizational skills, attention to detail, advanced skills using multiple digital platforms regularly, and the ability to manage multiple priorities in a fast-paced healthcare environment.

This is what you'll be doing:

1 Administrative Support (50%)

Provides administrative support to the Community Integration leadership team, including scheduling of meetings and preparing meeting agendas, minutes and presentations

Assists with organizing and coordinating meetings and events

Manages correspondence, filing, and document control to ensure accessibility and confidentiality of information

Coordinates scheduling for the Community Integration leadership team and program including prioritizing of urgent requests

Schedule, organize, and execute all stages of meetings, compose minutes, and follow up on meeting action items

Order, coordinate, and monitor requests for supplies, products, and devices

Coordinate and monitor requests to various internal departments (eg. ICT)

Assist with the recruitment, coordination and onboarding of new team members

Assists with coordination and preparation for interviews, room booking, coordination with candidates, interview questions, and preparing packages

Ensures timelines are met for submissions and reporting requirements through efficient scheduling and communication

Flag and elevate concerns and barriers to appropriate team members, leadership, and partners

Support accurate invoicing to support Manager approvals and processing of payments

Acts as a key point for contact for inquiries from patients, families, staff, and community partners.

Assists with internal and external presentation and report preparation

Develop, maintain and improve administrative processes

2. Invoicing and Financial Tracking (20%)

Prepares, processes, and tracks billing and invoicing for programs, ensuring accuracy and timeliness in accordance with Halton Healthcare policies

Reviews and reconciles relevant confidential patient information to validate billing

Collaborates with finance and program managers to reconcile monthly and annual program data.

Monitors expenditures and assists with budget tracking and financial reporting.

Reconciling month end billing

3. Data Entry and Management (20%)

Collates, verifies, and analyzes large and varied confidential healthcare program data to support performance measurement and continuous improvement.

Maintains accurate tracking, spreadsheets, and documentation for reporting and auditing purposes.

Conducting regular audits and quality control checks on data entries

Create presentations with monthly data for team meetings to support process-improvement projects and education

Prepares statistical and narrative reports for Manager review for internal stakeholders and external partners as required

Supports required workflows in the Electronic Medical Record to register, admit and discharge patients from relevant programs

Ensure confidentiality and compliance with PHIPA/HIPAA standards

4. Contract Management Support (10%)

Create administrative processes to support contractual obligations

Track timelines for contract renewals and support administrative updates to partners

Ensure compliance with terms of service agreements

Be a key contact for any partner communication and support escalation of concerns to leadership or team members

Maintain relationships with contracted providers and collaborate on new program offerings

Assist with the completion of program requests for proposals (RFPs) and support any resulting changes in service providers

Qualifications

College level diploma in health or office administrationor related field

Minimum 2-3 years of experience in a comparable position

Past experience in a health care setting is preferred

Knowledge, education and/or experience in community or outpatient health care settings is an asset

Proficient knowledge of Microsoft 365, including but not limited to Outlook, Excel, Powerpoint, Sharepoint, OneDrive, etc

Meditech experience preferred

Experience with other related digital solutions an asset (eg. CHRIS, TELUS, SeamlessMD, Practice Perfect, NACRS Clinic Lite, CIHI, etc)

Excellent oral and written communications skills

Demonstrated excellent interpersonal and organizational skills

Ability to navigate difficult conversations and situations

Strong organizational and analytical skills

Demonstrated ability to prioritize and multi-task multiple complex tasks

Excellent customer service and public relations skills

Knowledge or relevant legislation, including Personal Health Information Protection Act (PHIPA)

Ability to work independently, work on own initiative, and work as part of a team

Demonstrated ability to effectively coach and train peers

Computer proficiency, including the ability to use multiple and varying technology platforms daily

Ability to operate audio-visual equipment including videoconferences

Proven accuracy and attention to detail

Demonstrated commitment to ongoing learning and able to learn new tasks quickly

Demonstrated tact, diplomacy and confidentiality

Satisfactory employment and attendance record

Additional Information

Hours:Monday to Friday, days, occasional evenings (Hours subject to change based on operational requirements)

Salary: $34.555 to $43.207 per hour

Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you.

Halton Healthcare is committed to providingaccommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Actmandates that hospitals establish health surveillance programs for all individuals working within the hospital.This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

We thank all those who apply but only those individuals selected for further consideration will be contacted.