Administrative Support IV

The successful candidate will be accountable for administrative support to Allied Health Community programs based out of the Allied Health Clinic-Northgate Centre and across the zone. Key responsibilities of Administrative Support IV includes: tracking and ensuring timely follow-up of work in progress; assisting in office administration operations; developing draft correspondence and reports; collating information and statistics; establishing and maintaining communication channels with other departments and external agencies; working closely with managers and department staff; key contact with contracted partners and internal teams located across the zone; and responding to and/or redirecting inquiries as appropriate. Processes payroll transactions in accordance with the terms and conditions of employment; responds to payroll inquiries and resolves discrepancies consistent with applicable processes, procedures and guidelines; prepares and submits documentation related to financial activities. Provides support to AHS contracted physiotherapy providers by: being the first point of contact for general inquiries, processing of payment files, supporting data entry questions/corrections and other duties as assigned by the manager. A flexible, anticipatory and customer service approach as well as your well-developed organizational skills will assist in the completion of various other responsibilities. These may include, but are not limited to: project management support, minute taking, development of forms/spreadsheets/complex documents, mail distribution as well as other initiatives and projects as required.

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Some post-secondary education.

Advanced proficiencies with various computer applications including word processing, spreadsheets, presentation development, charts/graphs, and email and AI are essential and required for this position. Must demonstrate the following skills: formatting, grammar, syntax and proof-reading skills; strong task analysis and problem-solving skills; and excellent verbal and written communication skills. Must be able to work and adapt within short timelines, deal with numerous interruptions and work independently in a busy multi-tasking environment. Strong organizational, planning and time management skills are required. As this position interfaces with a variety of internal and external partners, the successful candidate must have strong interpersonal skills and have the ability to navigate sensitive issues with a solution-focused, customer service approach. The ability to work efficiently and effectively as a member of a team while also being self-directed is essential in this position. Able to lift up to 20lbs and manage extended sedentary periods; work for this position is primarily phone/computer based.

Three to five years office management or administrative support experience is preferred (at least 3 years of recent administrative experience at a senior level is considered an asset). Knowledge of Allied Health Community programs and services is preferred. Experience with iProcurement, Connect Care: Referrals, Scheduling and Reporting; and Strata HealthFirst is preferred.