Administrative Supervisor

Job Description

Job Number: 927591 Category: Administrative and Clerical Support Positions Available: 1 Years Experience Required: 2-5 Location: Toronto, Ontario Posted Date: Jan 2, 2024 EMPLOYMENT OPPORTUNITY Administrative Supervisor Northern Outreach and Virtual Care Acute Care Program Position Description CAMH TeleMental Health and the Northern Psychiatric Outreach Program are focused on improving access to care, capacity building and the equitable distribution of care to patients and providers within the mental health and addictions system. This is an emerging area of practice, and one that presents a significant opportunity for improving access to Mental Health and Addictions services, both in remote and urban settings. Reporting to the Manager, CAMH TeleMental Health and Northern Psychiatric Outreach Program (NPOP), CAMH is seeking a full-time, contract (1 year) Administrative Supervisor who will be responsible for providing high-level operational support and to lead a team of administrative staff to ensure the smooth, institutionally compliant and effective day-to-day operation of the CAMH TeleMental Health service and related outreach initiatives. Responsibilities include (but are not limited to): monitoring workflow and utilization of administrative staff resources; the management of patient registration, referral workflows and scheduling; identifying opportunities for quality improvement; providing technical support and subject matter expertise, including the Ontario Health/Ontario Telemedicine Network (OH/OTN); supporting and coordinating meetings and events across the portfolio; and preparing presentations, schedules, documents and reports as required. Specific tasks include, but are not limited to: Provide daily supervision of administrative staff and support the oversight of frontline staff; Supervise the administrative tasks of on-boarding and off-boarding staff, including training and orientation; Support the Manager with staff scheduling, including staff coverage; Support quality assurance and quality improvement activities; Support development of, and team compliance with protocols and policies; Develop templates, forms, and reports as needed; Manage and maintain the team inventory; Inform and monitor workplans; Accurately identify and appropriately escalate issues to Manager; Manage the physical and “virtual office-clinic” environment including space planning, procuring required equipment, software applications, maintenance requests and ordering supplies; Provide technical support, including serving as a centralized resource for activities with the Ontario Health/Ontario Telemedicine Network (OH/OTN) and team subject matter expert for scheduling system software, other CAMH related technology and platforms such as an EMR and Webex, other computer software such as Microsoft Office programs and various database platforms; Prepare complex and confidential reports, design presentations, coordinate special administrative projects; Provide input into budget preparation, management and reconciliation; Support contracts, invoices, procurement, billing processes and deliverables to meet departmental needs; Support development of knowledge translation materials; clinic updates, consultant newsletter, website; Act as a liaison with other CAMH departments including Human Resources, Information Management, Privacy, Legal Services, Procurement, Finance, Facilities, Maintenance and external organizations, including the Ontario Telemedicine Network and TeleMental Health partners; and Complete other related tasks as required. You will support a workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. This position is located at the Queen Street Site. Qualifications The successful candidate is required to have a post-secondary diploma or degree in a related field, and 2-5 years of administrative and supervisory experience, or an equivalent combination of education and experience. Experience working in a health care environment, understanding of scheduling and referral processes/approaches, and experience with telemedicine is required. Proven ability to cultivate both internal and external relationships, effectively communicate work instructions and expectations to frontline staff (both written and verbal), monitor quality of work and meet tight deadlines is required. The Supervisor will have strong customer service, coaching and teambuilding skills, demonstrated leadership, proven ability to make decisions and deal professionally with patients and staff. You have attention to detail, appropriate business etiquette, and good judgment in handling matters of a confidential nature. You have proven ability to work with various inter-professional teams and hold yourself to a high level of professionalism. You demonstrate sound judgment, the ability to interpret and apply policies and procedures, work as part of a team and handle matters of a confidential nature responsibly and with tact. You will possess excellent interpersonal, organizational, problem solving, written and verbal communications skills. Excellent writing, information synthesis and efficient minute taking skills are necessary. Advanced knowledge of office administration practices and expertise in various computer applications including Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Access, Publisher, Visio) as well as I-CARE, Novari, OH/OTN, Webex and REDCap. The supervisor will have proven ability to prepare presentations, reports, briefing and approval memos to leadership is required. Project management knowledge and experience, along with advanced proficiency with technology are needed in this position. A solid understanding of LEAN or Continuous Improvement methodology would be an asset. Proficiency in a second language would be an asset. Please Note: This full-time, contract (1 year) position is NOT part of any bargaining unit. Salary Range: Competitive salary and benefits package Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code. Please click the apply button below. CAMH is a Tobacco-Free Organization. CAMH is fully affiliated with the University of Toronto and is a teaching hospital and research institute. As a CAMH employee, you will be expected to actively support CAMH’s teaching and research activities, in addition to supporting the clinical work of the hospital. At CAMH, we strive to be an equitable and inclusive employer. Our commitment to equity is grounded in an institution-wide commitment to achieving a working, teaching, and learning environment that is free of discrimination and harassment. CAMH actively seeks candidates from First Nations, Métis and Inuit, racialized and LGBTQ2S+ communities, women, and people with disabilities (including people who have experienced mental health and substance use challenges). We encourage people from all backgrounds to apply to our positions. We thank all applicants for their interest, however, only those selected for an interview will be contacted. Please inform us if you require accommodations during the interview process.