Administrative Assistant -Health For All Family Health Team (Markham)

Job Description

About us:

Health for All Family Health Team is an inter-professional primary care clinic. We provide a wide range of primary care services including acute, chronic and preventative health care. Our physicians and other health professionals have diverse interests such as palliative care, geriatrics, home visits, low risk obstetrics, and global health.

A Family Health Team (FHT) is an approach to primary health care that brings together different health care providers to co-ordinate the highest possible quality of care for our patients.
Health for All is also the site of the Markham Family Medicine Teaching Unit (FMTU). The FMTU is a partnership between Oak Valley Health- Markham Stouffville Hospital and the University of Toronto Department of Family and Community Medicine and Health for All.

Duties and Responsibilities

• Admin Support for FHT Leadership 
• Provide support to Executive Director, FHT Board Chair and Physician Leads at Health for All FHT
• Duties include calendar management, minute taking, filing
• Provide support to the Board Chair; schedules and arranges meetings, sets agendas, distributes materials
• Assists in the development and production of internal communications and public relations materials 
• Actively participates in staff, team and committee meetings as appropriate
• Coordinate and schedule events e.g. Holiday party, QI celebrations, Research Days, Global Health Lunches (including booking venue, ordering food, purchase of awards) 

Finance Administration

• Assist with financial administrative duties including payroll management, benefits, vacation schedules
• Bookkeeping support the FHT, FHO and Markham Family Medicine Teaching Unit 
• Using bookkeeping databases, spreadsheets and software
• Posting financial transactions in database
• Receiving and recording vouchers and cheques
• Checking for accuracy in reports, figures and postings
• Reconciling and reporting any discrepancies found in the records
• Interacting with leadership and vendors

Human Resources

• Assist with recruitment and onboarding of new staff 
• Monitor team members’ vacation; work with Executive Director to ensure coverage and re-arrange duties of team members during vacation planning and absences
• Assist with administration and tracking of employee training 
• Continually upgrading skills, abilities and knowledge to meet the demands of the position
• Demonstrate a commitment to the vision, mission and objectives of the FHT
• Maintain confidentiality of all data and information 
• Other administrative duties as assigned

Skills/Abilities

• Demonstrated ability to work with a team, work independently and work within a community practice setting
• Exhibit an ability to be open, share ideas and be non-judgmental
• Contribute continuous improvement ideas 
• Experience with and knowledge of electronic medical record
• Desire and ability to update knowledge and skills through various means including technology-based opportunities, courses, workshops and conferences
• Ability to deal with multiple requests, calls and prioritize tasks and complete by assigned timeline
• High degree of accuracy and attention to detail
• Proven participatory work style; ability to work independently and with a team (e.g. ability to work effectively with all members of the health care team
• Proficient in the use of the computer programs, particularly Telus PSS, Microsoft Office, Quickbooks 

Education/Experience 

• At least 3 years of work experience in an administrative position, preferably in a health care organization 
• A diploma or certificate in Office/Business Administration or equivalent experience
• Excellent customer service skills
• Excellent information technology skill including a working knowledge of Microsoft Office and QuickBooks
• Experience working with an electronic data system for booking, billing, scheduling
• Excellent written and verbal communication skills
• Excellent interpersonal, communication and organizational skills
• Positive attitude, good judgment skills, articulate, diplomatic, team player 
• Ability to maintain information in confidence and respect sensitive information