Unity Health Toronto, comprised of Providence Healthcare, St. Joseph's Health Centre and St. Michael's Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team in our mission to continue to put patients and families at the centre of everything we do, in the role of Admin/Clerical Coordinator Withdrawal Management Services.
Reporting directly to Manager, the incumbent will provide high level of co-ordination and administrative, analytical and data management support for the assigned areas of the program. As well, the incumbent will review and analyze financial and utilization results and prepare reports and statistics. The Admin Clerical Coordinator works closely with the Manager to ensure the smooth operation and consistent application of policies, procedures and protocols.
Duties and responsibilities
Reporting directly to Manager, the incumbent will provide high level of co-ordination and administrative, analytical and data management support for the assigned areas of the program. As well, the incumbent will review and analyze financial and utilization results and prepare reports and statistics. The Admin Clerical Coordinator works closely with the Manager to ensure the smooth operation and consistent application of policies, procedures and protocols.
Duties and responsibilities
- Coordinates and participates in all departmental meetings including agenda seeking and preparation as well as minutes taking and distribution for WMS , staff meetings and any other unit meetings, e.g., Clerical Assistants’ or any other outside unit meetings;
- RN and other staff schedule – Preparation of staff schedule every six weeks ensuring that ONA and SEIU rules are adhered to;
- Daily unit staffing ensuring that vacation and any other off duty requests are granted where possible and the units are fully covered;
- Assigns clerical tasks ensuring that projects are completed on a timely manner, ensuring the unit is running smoothly as far as clerical assignments are concerned including data entry, designing forms, liaising with printing, medical media and others;
- Coordinates equipment repairs both with internal and external departments ensuring all equipment is functional including, thermometers, hospital card makers, TVs, fax, photocopiers, computers, phones, etc.;
- Coordinates purchasing of supplies, researching costs at times with outside Vendors, checking that supplies ordered comply with medical licensing board approvals, obtaining authorization and follow up on deliveries;
- Acts as the contact person for Physicians, multi-professional and other staff needs / issues including, booking rooms, catering etc, including other unit’s e.g. IT, Patient Affairs, Employee Health, Vendor Admin, Transplant, Clinics, Engineering, Catering, Chaplain, nursing units and other staff;
- Coordinates staff training workshops including, replacing staff previously scheduled to work, booking workshops, Fit testing, and any other workshops/trainings;
- Coordinates recruitment initiatives within the department.
- Works closely with the Manager, and other staff to identify opportunities for enhancing efficiencies within the various areas;
- Monitors and report all clinical statistical activity to Manager on monthly basis;
- Assist to develop and maintain database of all outside (non-stock) orders, ordering information and contact information;
- Preparation of data analysis, develops graphs, charts and presentations of critical indicators to recommend areas of financial concerns.
- Other duties as assigned
- College diploma in an administrative field or an equivalent combination of experience and education;
- Demonstrated knowledge of medical and scientific terminology;
- Demonstrated ability to use critical thinking skills in the review and analysis of financial data;
- A minimum 5 years current hospital experience in a fast paced environment;
- Excellent analytical, interpersonal and communication skills;
- Proficiency in the use of computers with proven experience in data manipulation, interpretation and extraction of information;
- Ability to prioritize and identify relevant support for the resolution issues in the day to day operations;
- Industrious, organized, methodical worker with ability to use initiative, good judgment and pays attention to detail;
- Strong customer service orientation with excellent interpersonal and communication skills to liaise with all levels of hospital staff as well as individuals from various community needs;
- Ability to work well both independently and as part of a team;
- Excellent attendance record.