Medical Office Assistant Administrator jobs in Etobicoke, ON

Senior Lead Administrative

For over 30 years, Safehaven has been providing exceptional care to children with developmental disabilities and complex care needs.

Our mission is to provide high-quality, family-centered, and community-based residential and respite care for individuals with complex care needs.

Safehaven serves individuals with disabilities and their families, through respite and residential programs at our Toronto, Etobicoke, North York, Woodbridge, and Aurora facilities, as well as client homes.

Our Future

At Safehaven, we are constantly striving to better serve our clients and communities that need us most. That’s why we are currently exploring opportunities to expand our service offerings beyond children to include adults, developing programs and services to care for more medically complex individuals, and implementing innovative therapy and recreational programs for our existing and future clients.

In order for Safehaven to achieve our goals, we are looking for exceptional people with huge hearts who are motivated by positively impacting the lives of others and believe in our vision of creating a more inclusive world for people with complex care needs.

Whether you are working in one of our locations, or in a client’s home, you will have the opportunity to make a real difference and improve the lives of clients and their families in our communities. You will be part of an outstanding team that is so passionate about the work we do.

Role Summary

The Lead Admin role will be a very diverse role within Safehaven. This role will lead all administrative functions to ensure their completion and management. The Lead Admin will collaborate with the Leadership team and board to provide support and assistance to key organizational objectives, and milestones.

Responsibilities

• Provide administrative support to the Leadership Team, including scheduling meetings (e.g., meet & greets, team meetings, and 1:1s) and managing calendars.
• Office and facilities management responsibilities include: Answering phones, greeting visitors, collecting and distributing mail, preparing communications such as memos, emails, copy-editing policies and reports, creating and maintaining electronic and physical filing systems, assisting with event planning and coordination, and managing travel arrangements.
• Liaise with and coordinate external vendors and service providers.
• Serve as the main point of contact for all office and facilities-related inquiries and issues.
• Oversee the organization and cleanliness of office spaces.
• Ordering and maintaining supplies / equipment for all locations. As well, inventory management for staff (eg. For educators) and maintaining inventory and restocking essential items.
• Support the Quality, Safety and Risk team, as well as other departments, where required, including Finance, Human Resources, clinical operations, Philanthropy, Communications, and general operations.
• Work with the Director-Clinical Program & Quality & Safety and other leadership members to provide support to Special. Projects within Safehaven, which include: Project Management and Coordination.
• Serving as the primary contact for the project assigned.
• Provide strategic coordination regarding the Project.
• Working with external and internal stakeholders for Project Coordination
• Lead event planning and coordination related to special initiatives. Assist with the management and coordination of Accreditation Canada assessments and surveys.
• Support Ministry of Children, Community and Social Services (MCCSS) licensing audits and inspections.
• Improve and streamline technology related processes across the organization, Support the coordination and administrative requirements (scheduling and payment) of the Controlled Acts Training Program.
• Provide responsive administrative assistance to direct service staff to enhance client and family care delivery (e.g., assist with the admission process for new clients, including transporting their belongings to the respite facility).
• Provide administrative support to the Best Practices for Quality, Safety, and Risk.
• Schedule meetings, prepare agendas, take detailed minutes, support with action items, and manage meeting logistics.
• Provide administration support to sub-committees of the Board and the annual board meeting along with AGM.
• Lead with external IT lead for operations and special projects.
• Other duties as assigned according to the needs of Safehaven.

Qualification

• Must have at least 5 years of experience working in an administrative capacity with a proven ability to work in a face-paced environment.
• Governance experience working with directors and sub-committees of the board.
• Knowledge of office management systems and procedures and must be able to handle complex scheduling with strong knowledge of Microsoft Office suite.
• Must have good knowledge on PowerPoint, Excel, SharePoint, and be able to create reports.
• Must be able to work well under pressure and have excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Desire to work for an organization that is committed to providing exceptional service and be an ambassador of Safehaven values to provide services to clients and families.
• Project Coordination or Management Experience.
• Experience working with multiple competing priorities.
• Experience working within a health care organization or setting.
• Understanding of use of IT, technologies and systems, willingness to learn new systems to be applied to work.
• Ability to communicate with others in an effective and professional manner.
• Excellent written and verbal communication skills.
• Ability to work effectively in a team environment as well as independently.
• Strong organizational and time management skills.
• Leads self and demonstrates willingness to learn and accept responsibility.
• University Degree is an asset.

At anytime, Safehaven may need to move staff to other locations based on operational needs.

We thank all interested candidates for applying. Successful candidates will be contacted to participate in the interview process.

All Safehaven employees are required to be fully vaccinated as a condition of hire in accordance with Safehaven policies.

Safehaven is an equal opportunity employer that is committed to inclusion and diversity. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or testing, please advise Human Resources if you require accommodation.

Accommodation can be made for individuals identifying with a disability under the Ontario human rights Code.

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Ability to commute/relocate:

• Toronto, ON M6H 1M9: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have Governance experience?
• Do you have experience reporting to the Directors/Leadership? (Taking applicants who have this experience).

Education:

• Bachelor's Degree (preferred)

Experience:

• Information governance: 5 years (required)
• office management: 5 years (required)
• administrative: 5 years (required)

Work Location: In person