Operations Administrative Coordinator

Saint Elizabeth; Markham; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated Office Admin Coordinator to support daily operations at their Markham clinic. This role is crucial for ensuring seamless service delivery, managing staff schedules, and overseeing billing processes. The ideal candidate thrives in a fast-paced environment and possesses strong organizational and interpersonal skills. Join a compassionate team that values client care and fosters a supportive workplace culture. If you're passionate about making a difference in people's lives through exceptional administrative support, this opportunity is perfect for you.

Benefits

Competitive Pay

Benefits Package

Pension Plan

Work-Life Balance

Professional Development Opportunities

Qualifications

• 5+ years of office experience managing administrative tasks.
• Skilled in MS Office and scheduling software with strong attention to detail.
• Experience with electronic medical records and client care.

Responsibilities

• Coordinate day-to-day operations and manage staff schedules.
• Handle billing, client payments, and ensure compliance with policies.
• Act as IT lead for local systems and manage inventory.

Skills

Office Management

MS Office (Word, Excel, Adobe)

Scheduling Software

Interpersonal Communication

Attention to Detail

Client Care

Bilingualism

Education

High School Diploma

Office Administration Certification

Tools

Electronic Medical Records (EMR)

CRM Software

Job description

POSITION SUMMARY:

Full-time permanent at Markham office (Mon-Fri, 8:30 AM to 4:30 PM)

The DATS Office Admin Coordinator is responsible for supporting the Clinic Manager in day-to-day service delivery at Driver Assessment & Training. To this end, the Office Coordinator will manage critical office processes including processing referrals, answering phones/email inquiries, scheduling, managing CRM data entry, billing, and file management to ensure the smooth and efficient delivery of client services.

RESPONSIBILITIES and ACCOUNTABILITIES:

• Lead the clinic’s day to day operations ensuring the occupational therapists, driving instructors and location bookings are coordinated, and have what they need to meet the needs of our clients.
• Manage the staff assessment schedules, and on a day-to-day basis adjust for staff absences
• Greet clients, take payment, prepare paperwork/file for occupational therapist
• Track all assessment & training hours and record in EMR as required for billing purposes
• Manage third party billing, bank drop off, and petty cash
• Oversee preparation, submission, and reconciliation of HCAI billings and follow up with OTs regarding opportunities for billing optimization
• Follow up on overdue accounts receivable on a regular basis
• Create and edit admin forms
• Manage petty cash including disbursements, completing balance sheets and submit to corporate accounting
• Manage all inventory (administrative and clinical supplies) including ordering, receiving, storing and tracking usage to maintain adequate stock; ship supplies to satellite offices as needed
• Act as local subject matter expert on EMR functionality including clinical documentation forms/macros, scheduling templates, patient facing portals, HCAI and WSIB billing submissions, and EMR integrated faxing and scanning
• Support compliance efforts for all policies and procedures as they relate to labour and occupational health, patient privacy, IPAC etc.
• Act as IT lead, responsible for local setup, configuration and user management of the IT systems (e.g., phone systems, EMR, Microsoft Teams) and act as the main points of contact for corporate IT and vendor support
• Monitors daily operational indicators (phone, faxes, scans, patient flow), as a means to proactively identify risks and implement solutions to avoid impact to our service
• Develops new, and improves existing management and operating policies, processes and procedures to improve service delivery (efficacy and efficiency)
• Owns and leads challenging patient situations - resolving escalations and developing process improvements to prevent recurrences.
• Regularly evaluate performance and ensure the development of PSW skills and competencies required to achieve Saint Elizabeth’s vision and strategies.
• Coach and manage employees with performance issues and consult appropriately with Human Resources.
• Interview, select, hire and onboard/orient new employees.
• Follow employee relations/labour relations processes and relevant policies and procedures.
• Facilitate and maintain team development, by providing opportunities to support staff education.
• Ensure compliance with all legislative requirements (Employment Standards, WSIB, Health & Safety legislation, etc.).

REQUIREMENTS:

• Minimum 5 years office experience
• Strong computer skills (MS Office Word, Excel, and Adobe essential), experience with scheduling software, and an aptitude for learning new software
• Skilled at handling multiple priorities, planning, organizing, and able to juggle multiple priorities
• Thrives in a fast-paced environment, with multiple competing priorities.
• Demonstrates diplomacy and adaptability
• Is a proven team player - actively contributes to the team, active listener to their coworkers, respects ideas.
• Excellent interpersonal and verbal/written communication skills,
• Strong attention to detail
• Demonstrated commitment to providing exceptional client care
• Experience with auto insurance claim forms and HCAI is highly beneficial
• Ability to take initiative
• Experience with electronic patient medical records
• Demonstrates SE Health vision mission and values
• Bilingual / multilingualism will be an asset
  

About SE Health

At SE, we love what we do. Every day, we bring hope and happiness to clients, homes, and communities across Canada. We treat each person with dignity and love, like our own family; we build empathy; and we do the right thing. We are always inspired to make a difference. As a not-for-profit social enterprise, we share knowledge, provide the best care, and help each client to realize their most meaningful goals for health and wellbeing.We are an inclusive workplace offering competitive pay, benefits, pension, and work life balance. We’re a great place to work, and we hope you’ll join our team.

In the interest of the health and safety of our patients/clients, employees, and greater good of public health, SE Health requires those that wish to work for this organization to be fully vaccinated against COVID-19. Fully vaccinated means a person has received both doses of the COVID-19 vaccine and it has been 14 days since the last dose.

SE Health is committed to the success of all its employees. If you feel you need accommodations because of illness or disability, please do not hesitate to contact the Talent Acquisition team [e-mail] your earliestconvenience