Administrative Coordinator

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Reporting to the Manager of Community Integration and Halton@Home, the Administrative Coordinator plays a key role in ensuring the smooth operation of programs and services within the Community Integration portfolio. This position will provide administrative and general support to multiple programs including Halton@Home, Seamless Care Optimizing the Patient Experience (SCOPE) and Remote Care Management (RCM). This position will work closely with teams, leadership and community partners to further integrate pathways that allow for wraparound care for our patients in the hospital, in the community, and at home.

This position supports program efficiency, accuracy, and compliance through effective scheduling, billing, data monitoring, and administrative coordination. The Administrative Coordinator acts as a central point of contact for staff, patients, community partners, and service providers, helping to maintain high-quality service delivery and seamless communication across programs. This position supports partnerships within and beyond the walls of the organization ensuring service-level agreements are met.

This position will review incoming invoices for accuracy, reconcile against patient records, track and record invoices, and then move invoices forward for payment processing. This position will compile necessary data from the relevant digital platforms and will record the analytics that will be used further for invoicing and reporting. This position will utilize the organized data to ensure efficient and seamless reporting at regular intervals. This information is used to measure the key elements and variables of various programs which will serve to improve the overall quality, efficiency and effectiveness of the service.

The Administrative Coordinator will support various additional tasks, including but not limited to: scheduling, payroll time entry, recruitment activities, procurement processes, preparing for meetings and presentations, composing and typing correspondence, preparing meeting agendas, taking meeting minutes, work on projects, support on site and off site events, order supplies, and other duties as assigned.

This role requires strong organizational skills, attention to detail, advanced skills using multiple digital platforms regularly, and the ability to manage multiple priorities in a fast-paced healthcare environment.

This is what you'll be doing:

1 Administrative Support (50%)

• Provides administrative support to the Community Integration leadership team, including scheduling of meetings and preparing meeting agendas, minutes and presentations

• Assists with organizing and coordinating meetings and events

• Manages correspondence, filing, and document control to ensure accessibility and confidentiality of information

• Coordinates scheduling for the Community Integration leadership team and program including prioritizing of urgent requests

• Schedule, organize, and execute all stages of meetings, compose minutes, and follow up on meeting action items

• Order, coordinate, and monitor requests for supplies, products, and devices

• Coordinate and monitor requests to various internal departments (eg. ICT)

• Assist with the recruitment, coordination and onboarding of new team members

• Assists with coordination and preparation for interviews, room booking, coordination with candidates, interview questions, and preparing packages

• Ensures timelines are met for submissions and reporting requirements through efficient scheduling and communication

• Flag and escalate concerns and barriers to appropriate team members, leadership, and partners

• Support accurate invoicing to support Manager approvals and processing of payments

• Acts as a key point for contact for inquiries from patients, families, staff, and community partners.

• Assists with internal and external presentation and report preparation

• Develop, maintain and improve administrative processes

2. Invoicing and Financial Tracking (20%)

• Prepares, processes, and tracks billing and invoicing for programs, ensuring accuracy and timeliness in accordance with Halton Healthcare policies

• Reviews and reconciles relevant confidential patient information to validate billing

• Collaborates with finance and program managers to reconcile monthly and annual program data.

• Monitors expenditures and assists with budget tracking and financial reporting.

• Reconciling month end billing

3. Data Entry and Management (20%)

• Collates, verifies, and analyzes large and varied confidential healthcare program data to support performance measurement and continuous improvement.

• Maintains accurate tracking, spreadsheets, and documentation for reporting and auditing purposes.

• Conducting regular audits and quality control checks on data entries

• Create presentations with monthly data for team meetings to support process-improvement projects and education

• Prepares statistical and narrative reports for Manager review for internal stakeholders and external partners as required

• Supports required workflows in the Electronic Medical Record to register, admit and discharge patients from relevant programs

• Ensure confidentiality and compliance with PHIPA/HIPAA standards

4. Contract Management Support (10%)

• Create administrative processes to support contractual obligations

• Track timelines for contract renewals and support administrative updates to partners

• Ensure compliance with terms of service agreements

• Be a key contact for any partner communication and support escalation of concerns to leadership or team members

• Maintain relationships with contracted providers and collaborate on new program offerings

• Assist with the completion of program requests for proposals (RFPs) and support any resulting changes in service providers

This is what you'll need to do it:

• College level diploma in health or office administration or related field

• Minimum 2-3 years of experience in a comparable position

• Past experience in a health care setting is preferred

• Knowledge, education and/or experience in community or outpatient health care settings is an asset

• Proficient knowledge of Microsoft Outlook, PowerPoint, Excel and Word is required

• Meditech experience preferred

• Experience with other related digital solutions an asset (eg. CHRIS, TELUS, SeamlessMD, Practice Perfect, NACRS Clinic Lite, CIHI, etc)

• Excellent oral and written communications skills

• Demonstrated excellent interpersonal and organizational skills

• Ability to navigate difficult conversations and situations

• Strong organizational and analytical skills

• Demonstrated ability to prioritize and multi-task multiple complex tasks

• Excellent customer service and public relations skills

• Knowledge or relevant legislation, including Personal Health Information Protection Act (PHIPA)

• Ability to work independently, work on own initiative, and work as part of a team

• Demonstrated ability to effectively coach and train peers

• Computer proficiency, including the ability to use multiple and varying technology platforms daily

• Ability to operate audio-visual equipment including videoconferences

• Proven accuracy and attention to detail

• Demonstrated commitment to ongoing learning and able to learn new tasks quickly

• Demonstrated tact, diplomacy and confidentiality

• Satisfactory employment and attendance record

Hours: Monday - Friday, days, occasional evenings, 0800-1700h (Hours subject to change based on operational requirements)

Salary: $33.795 - $42.256 per hour

Date Posted: November 5, 2025

Internal applications due by: November 12, 2025

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Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.