Careers

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.

Technology/Systems

  • 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.

Education

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

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Qualified applicants are invited to send their applications to the attention of the Hiring Committee at hr@safht.ca 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.