Program Assistant, Centralized Equipment Pool (ON, Toronto)

Holland Bloorview Kids Rehabilitation Hospital; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

Holland Bloorview Kids Rehabilitation Hospital is seeking a Program Assistant for the Centralized Equipment Pool. The role involves managing client communications, payroll, and supporting clinic operations. Candidates should have at least 3 years of administrative experience in healthcare, strong communication skills, and proficiency in MS Office.

Benefits

Competitive compensation

Benefits packages

Programs for ongoing learning and professional growth

Qualifications

• Minimum 3 years administrative experience in a health care setting.
• Strong customer service background and knowledge of accounting principles.
• Excellent oral and written communication skills.

Responsibilities

• Oversees reception and handles phone inquiries.
• Completes bi-weekly payroll and manages electronic claims.
• Supports collections of accounts receivable and assists with workshops.

Skills

Customer Service

Communication

Attention to Detail

Interpersonal Skills

Multi-tasking

Education

Office Administration diploma

Tools

Microsoft Office

Meditech

Job description

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 9,000 families annually.

Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

The Position:
The Centralized Equipment Pool (CEP) Program Assistant position provides support to the Director, Manager and the rest of the CEP team. CEP is operated by Holland Bloorview and is located at 57 Colville Rd, Toronto, ON. CEP supports 27 Augmentative and Alternative Communication (AAC) clinics across Ontario providing communication equipment to clients.

Key Responsibilities

• Oversees the reception and handles phone inquiries (general, client payments, etc.)
• Handles the receipt, opening, and distribution of mail and faxes
• Completes bi-weekly payroll through the Meditech system and responds to payroll inquiries and requests
• Adds new clients into the 4D information system when needed
• Receives, charges, and records payments
• Checks the general information and electronic requisition email addresses daily
• Oversees month-end mailing including folding and stuffing mailouts
• Supports collections (accounts receivable) of lease and sales clients, and assists the Lease Coordinator and Purchasing Agent on some of their duties when needed
• Prepares meeting agendas and meeting minutes
• Oversees and regularly updates the AAC clinic staff list and the Clinic Mandate list
• Submits electronic claims and invoices to ADP (lease and purchase) and provides necessary follow-up with the clinic when required
• Provides vacation coverage for Leasing Coordinator and Purchasing Agent when needed
• Assists the education team with the organization and running of workshops
• Oversees education course registrations payments working closely Finance team
• Checks completeness of Individual Authorizer (IA) applicants
• Sends course completion letters/certificates to clinicians as directed by the Educationvteam
• Files client documents and other duties as assigned

Qualifications

• Office Administration or Administrative Assistant diploma or certificate
• Minimum of 3 years administrative experience ideally in a health care setting
• Strong customer service background with some knowledge of basic accounting principles, and practices.
• Excellent communication skills both oral and written
• Fully proficient with Microsoft Office (e.g., Word, Excel, Power Point)
• Meditech software experience an asset
• Flexible and able to balance multiple priorities with a strong attention to detail
• Strong interpersonal skills and ability to work independently and as part of a team