IT Administrative Assistant - Newmarket, Canada - Aurora Newmarket FHT

Description

Position:
IT Administrative Assistant


Qualifications:
Appropriate education and relevant experience


Reporting to:
Aurora-Newmarket Family Health Team (ANFHT) Executive Director


Governing Body:
Board of Directors


Revision Date:
February 22, 2024


JOB SUMMARY:

The IT Administrative Assistant will play an integral role in the success of the FHT whose primary function is to assist the Lead Physician and Executive Director to achieve the vision, mission and goals of the Aurora-Newmarket Family Health Team (ANFHT).

Have the ability to manage the day-to-day operations including financial, information technology, administrative duties and human resources


Roles & Responsibilities:

• Assist the Executive Director and all Physicians with Administrative functions as needed
• Support all Inter-Health Professionals with statistical data reporting to the Quality Health Patient Safety Committee (QHPSC), the Board of Directors, and Ontario Health
• Provide administrative support for the daytoday operations of the FHT
• Liaison with all team members and the appropriate vendors with regard to administrative concerns, computer, telephone and systems performance
• Manage IT room, ensure hardware and software is up to date and functioning
• Assess ongoing process and operational flow, provide feedback and make recommendations
• Liaise with EMR Vendor on all IT issues, updates, training and ensure all team members are using the systems to benefit our quality initiatives
• Manage scanning and lab vendors; work with Executive Director to bring our capabilities to the latest standards within our funding parameters.
• Prepare reports and presentations for the Executive Director, Lead Physician or Board of Directors
• Coordinate and oversee the gathering of information for reports to Ontario Health
• Assists in the development and production of internal communications and public relations materials,
• Maintain and update the ANFHT website and social media accounts to ensure accuracy
• Create documents, letterhead, templates, maintain work instructions and flow plans
• Assist the Executive Director with financial/bookkeeping responsibilities and coordinate with FHO Bookkeeper
• Replenish kitchen supplies as needed and manage petty cash
• Maintain inventory and purchasing of medical supplies, office supplies etc.
• Attend any meetings as requested or required

Time Management/Organizational Role:

• Maintain current working knowledge of Aurora-Newmarket FHT policies and procedures, ensuring that all posted documentation is current and accurate
• Keep up to date with organizational events, policies and changes both internally and with our community partners
• Liaison on behalf of the ANFHT with Ontario Health (QIP), AFHTO and local stakeholders such as our partner Ontario Health Team (NYSS OHT)
• Arrange priorities as necessary to perform tasks

Team Development:

• Contribute to the efficient functioning of the organization and the attainment of goals
• Promote awareness of the ANFHT services and programs
• Uphold a positive job attitude; maintaining a safe and healthy work environment
• Demonstrate a willingness to assist others working in a teamcentered environment
• Demonstrate flexibility in accomplishing tasks
• Use the most effective and efficient method to deliver activities and services while improving quality

Professional Development:

• Assist in developing and executing an annual training and development (both mandatory and skills based) plan that is in line with strategic planning and individual needs
• Continually upgrading skills, abilities and knowledge to meet the demands of the position
• Participate in continuing education activities

Skills and Abilities:

• Expresses self clearly & concisely both written & verbal
• Demonstrated ability to work with a team and work independently
• Listens & responds effectively, be open and nonjudgmental
• Support and understanding of other team members
• Ability to deal with multiple requests, calls and prioritize work
• High degree of accuracy and attention to detail

Education and Experience:

• Diploma or certificate in Medical Secretary program an asset
• 3 years work experience in an administrative position, preferably in a health care organization
• Understanding of Ontario Health an asset
• Excellent customer service skills
• Understands the working and maintenance of all office equipment including (but not limited to) computers, printers, scanner, fax, photocopier, label makers, telephone system, AV Equipment
• Excellent written and verbal communications skills
• Excellent organization, interpersonal, leadership skills
• Advanced knowledge of Microsoft Excel
• Proficiency in Microsoft Office Programs/PowerPoint
• MAC Operating system knowledge
• Data Analysis
• Medical Terminology
• System/Networking Management

Confidentiality of Information:

• Ensures adherence to the freedom of information act and protection of