Job Description

Your Opportunity:
We are seeking a highly organized Administrative Support IV to provide comprehensive support to Allied Health Community. Reporting to the Manager and supporting programs across the zone, this role is key to ensuring smooth and efficient office and program operations. You will: Provide senior-level administrative support (complex calendar and clinical/program scheduling, correspondence management, and timely follow-up). Coordinate and prioritize clinical and operational workflows (appointments, referrals, requisitions) to optimize provider scheduling and service access. Develop and format professional documents, reports, spreadsheets, and forms. Track deliverables, compile data/statistics, perform quality checks across systems, and support project management. Maintain and update databases and systems; generate reports to support decision-making. Liaise with internal departments, contracted partners, external agencies, and multidisciplinary teams to support initiatives and ensure effective communication. Prepare and submit payroll and financial documents (scheduling, invoices, expense claims), resolve discrepancies, and respond to related inquiries. Provide frontline support to service providers and internal teams, ensuring accurate and efficient documentation processing. Support meetings through agenda development, minute taking, action tracking, and distribution. Mentor administrative staff to promote consistency and accuracy. Coordinate onboarding and offboarding documentation, orientation, system access, equipment returns, and final paperwork. Support the Outpatient Community Physiotherapy Services program by managing faxes, responding to inquiries, maintaining records, processing data, and preparing payment reports to meet contractual obligations. Contribute to a positive team environment, work independently in a fast-paced, multi-tasking setting.
Description:
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.

Classification:

Administrative Support IV

Union:

AUPE GSS

Unit and Program:

Allied Health Community

Primary Location:

Northgate Centre

Location Details:

As Per Location

Multi-Site:

Not Applicable

FTE:

1.00

Posting End Date:

10-NOV-2025

Temporary Employee Class:

Temp F/T Benefits

Date Available:

20-NOV-2025

Temporary End Date:

10-MAY-2027

Hours per Shift:

7.75

Length of Shift in weeks:

2

Shifts per cycle:

10

Shift Pattern:

Days, Evenings, Weekends

Days Off:

As Per Rotation

Minimum Salary:

$26.07

Maximum Salary:

$31.68

Vehicle Requirement:

Not Applicable

Required Qualifications:

Some post-secondary education.

Additional Required Qualifications:

Minimum Grade 12 plus completion of a post-secondary administrative/secretarial certificate from an accredited business school. Expert computer skills with Microsoft Office Suite and other platforms (e.g., email, internet, spreadsheets, presentations, AI tools). Exceptional written and verbal communication, formatting, grammar, proof-reading, and interpersonal skills. Demonstrated ability to problem-solve, manage competing priorities, adapt to change, and meet tight deadlines. Strong planning, organization, and time-management capabilities, with the ability to work both independently and collaboratively as part of a high-performing team. Customer service-oriented with a professional and proactive approach. Able to manage extended periods of desk work and lift up to 20lbs.

Preferred Qualifications:

Five years of progressive administrative experience (including at least three years providing high-level senior support) preferred. Knowledge of Allied Health Community programs and services is preferred. Experience with iProcurement, RightFax, Connect Care: Referrals, Scheduling and Reporting; and Strata HealthFirst is preferred.