Administrative Support IV

Reporting to the Provincial Director, Collaborative Prehabilitation and Rehabilitation Patient Services, the AS IV is part of a Centralized Intake team, responsible for all referral management and patient scheduling across the Provincial Virtual Rehabilitation portfolio (Children's and Adult Rehabilitation, and Prehabilitation). The AS IV is the first point of contact for patients accessing clinics within the portfolio and is relied upon to act as a resource for referral management, patient scheduling, generating reports, and ad hoc administrative activities, while working independently with minimal supervision. The position requires the ability to work collaboratively with all team members and to maintain a positive, professional demeanor, demonstrate diplomacy and tact, and be able to manage issues that are sensitive and confidential. The work involves a range of tasks related to building and maintaining templates, maintaining referral waitlists, high volume outbound and inbound calls and emails, scheduling appointments, and gathering and collating patient information to determine what services are needed. The AS IV will be required to communicate with providers and patients in large volumes via phone and email daily. Must be able to present data and information and make recommendations to the team. The position supports the team in the day-to-day operations as well as a range of tasks related to developing, editing, formatting, coordinating, and maintaining documents and resources, requiring a high degree of attention to detail and expertise in web-based applications and document management. Capability of independently interpreting guidelines is required to meet objectives and solve problems. Connect Care knowledge, expertise in managing high referral volumes and problem solving is required. Please submit a resume and cover letter to be considered.

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.

Certificate in office or business administration or equivalent. Minimum 3 years of experience in an ambulatory administrative position within a health care organization. Minimum 3 years of experience with Connect Care referral management and complex multidisciplinary scheduling of rehabilitation staff. Demonstrated ability to manage very large call and email volumes. Relevant experience working on a collaborative interdisciplinary team. Demonstrated experience on a team with continual change and evolving priorities. Demonstrated experience, fluency and ability to support staff with a variety of applications and web-based or virtual platforms including MS Teams, Zoom, SharePoint, RedCap and Adobe Acrobat. A high standard of critical thinking, communication skills, attention to detail, initiative and strong organizational skills are essential. The ability to manage competing, evolving, and complex demands, often with tight timelines is required. Excellent keyboarding and data entry skills. Demonstrate diplomacy, tact and be able to manage issues that are confidential and sensitive. Proficient in speaking, reading and writing in the English language. Ability to troubleshoot IT issues and escalate appropriately. Ability to communicate with and motivate patients and inform health care providers/partners in a calm, professional manner. Candidate must have demonstrated success and competencies to work remotely within a virtual team.

Connect Care SuperUser. Skill and experience with data collection.