Office Manager – Scarborough Academic FHT (Scarborough)

Position Available:           Office Manager
No. of Positions:               1
Status:                                 Full Time
Salary Scale:                      $46,426 – $54,229
Location:                            Position rotates through three offices (Vic. Park & Danforth; Lawrence at Brimley; Kennedy at Sheppard); or new locations as developed
Closing Date:                     Monday November 12, 2018 (or until filled)

The Scarborough Academic Family Health Team (SAFHT) is a governed by a Mixed Board (Physicians + Community Members). It is a multi-site Family Health Team located within Eastern Toronto using a collaborative model to provide comprehensive primary care for rostered and unrostered patients.

Reporting to the Executive Director (ED), the Office Manager is responsible for ensuring a trusted and respectful operation of the multi-site SAFHT offices (e.g. reception, financial administration, IT and communications infrastructure, facilities, equipment). The ideal candidate will possess experience in handling a wide range of relationship-oriented activities from management, administrative, IT to executive support related tasks.

Overall Management and Administrative Accountabilities

  • Manage scheduling and oversight of the SAFHT receptionists (operating in a distributed call-centre);
  • Manage financial budget projections with Bookkeeper and ED;
  • Manage core supplies and facility issues; Ensure office environments are appropriate and meet workplace safety requirements;
  • Manage/Coordinate SAFHT’s Bi-weekly Payroll and Payroll Contractor with Bookkeeper and Administrative Assistant;
  • Reconcile employee leave collaboratively in SAFHT’s attendance recording system (FHT Solutions);
  • Manage/Coordinate SAFHT’s Healthcare Of Ontario Pension Plan contributions with Bookkeeper;
  • Responsible for managing contract terms and price negotiations with vendors and service providers;
  • Responsible for service and occupancy arrangements with other providers and/or physician partners in a shared office environment;
  • Responsible for purchasing medical supplies, services and equipment in a functional and cost effective manner;
  • Responsible for developing and maintaining team policies and procedures as necessary;
  • Provide effective, concise written and verbal communications, respond to routine enquiries and draft brief reports with minimal direction;
  • Refer more complex enquiries to ED or others as appropriate.
  • Seamlessly oversee the daily operations of the team with the Program Manager and ED;
  • Take on other duties as assigned.


  • Ensure e-mail, network and other communications services are up and running across sites. Make and act on recommendations as needed to improve SAFHT’s IT and communications infrastructure;
  • Act as a back-up to Program Manager in Telus EMR troubleshooting;
  • Serve as the IT / Telephone point person for all office equipment;
  • Liaise with telecommunication providers to develop recommendations to improve/invest in IT and communications infrastructure with management team and physician partners.

Financial Accountabilities

  • Scrupulously administer the SAFHT bi-weekly payroll, reporting and enrollment;
  • Meticulously administer payments to SAFHT’s pension Provider – Healthcare of Ontario Pension Plan (HOOPP), as well as WSIB, medical, vision, dental benefits providers;
  • Assist in the preparation of cost estimates for budget development;
  • Review and sign-off on Bookkeeper developed quarterly projections to year end, analysis of variances and reports for SAFHT;
  • Back-up bookkeeper as needed to fulfill financial processes knowledgeably and accurately;
  • Identify and analyze information to provide early warning of financial management issues and recommend corrective actions.

Attributes and Skills

  • Leadership and the ability to ‘lead and inspire colleagues to help make things happen’;
  • Comfortable with the need to participate in transforming local health care;
  • Confidentiality, reliability and discretion when dealing with confidential matters;
  • Is self-aware and lives the integrity and empathy necessary in a SAFHT manager;
  • Completes tasks and delivers on items, as assigned, in a timely manner, with high quality results; using precision, attention to detail and sound judgment;
  • Uses professionalism, diplomacy and tact in dealing effectively with staff, Board, physicians, other partners, health system stakeholders and external service providers;
  • Possesses solid communication, negotiation and relationship skills; Maintains a positive job attitude and working relationships with people inside and outside the organization;
  • Keeps abreast of major issues affecting FHTs and the key players involved in these issues;
  • Displays initiative and adaptability; extremely well organized, flexible and enjoys the administrative challenges of supporting a multi-site diverse office in a small team environment;
  • Uses the most effective and efficient method to fulfill the job responsibilities and improve the quality of patient care;
  • Handles multiple tasks including requests from staff for repairs and maintenance at all SAFHT sites; applying excellent judgment in setting evolving priorities, identifying issues and determining the speed of action required;
  • Proactive in not requiring significant direction while anticipating organizational needs.
  • IT Skills: Capacity to learn and use evolving software programs and web-based tools;
  • Knowledge of Electronic Medical Records systems and security.
  • Financial Management Skills: Numeracy and data management skills required to fulfill tasks related to financial/budget management.
  • Computer Skills: Proficiency in MS Office 365 Suite in particular Word, Excel, Outlook, PowerPoint, SharePoint and One Drive.


  • Post-secondary training in business/financial processes and/or office management.


Qualified applicants are invited to send their applications to the attention of the Hiring Committee at by Monday, November 12, 2018.  SAFHT would like to thank all applicants for their interest, however, only those selected for an interview will be contacted.