Administrative Services Manager

The Opportunity The Administrative Services Manager &

• Executive Support reports directly to the Operations Director. This role provides leadership and oversight of administrative services while also supporting executive operations through coordination, prioritization, and execution of leadership initiatives. The position is responsible for leading a team of receptionists and medical secretaries to ensure efficient, high-quality, patient‑centred administrative services. In parallel, the role acts as a key partner to leadership by supporting workflow optimization, meeting coordination, and execution of strategic and operational priorities. What You’ll Be Doing Administrative Process Improvement Document Control &
• Compliance Committees &
• Patient Experience Executive &
• Operational Support Compliance &
• Organizational Responsibilities What You’ll Need to Be Successful

Compensation Range: $90,000 - $100,000 Key Responsibilities Administrative Team Leadership Lead, supervise, and support a team of receptionists and medical secretaries Oversee scheduling, staffing coverage, and workload distribution in alignment with union guidelines Support team leads to strengthen day‑to‑day operations and team performance Conduct performance management, coaching, and development planning Identify competency gaps and implement training initiatives Partner with Human Resources on employee and labour relations matters Develop, implement, and maintain administrative policies and procedures Optimize workflows to support efficient, high‑quality patient care Monitor service volumes, workflow pressures, and operational performance Lead quality improvement initiatives and address patient feedback, complaints, and incidents Ensure alignment of administrative processes across departments Oversee administrative billing practices in collaboration with Finance Establish and maintain document control processes aligned with legal and accreditation standards Ensure accuracy, standardization, and integrity of patient records and administrative documentation Conduct audits and monitor compliance with documentation practices Maintain oversight of document storage and information governance Co‑chair the Patient Advisory Committee and Patient Experience Committee Coordinate agendas, facilitate meetings, and ensure follow‑through on action items Support compliance with Accreditation Canada and related standards Participate in key organizational committees as a management representative Provide direct support to the Operations Director (and leadership team as required) Manage calendars, coordinate meetings, and support prioritisation of leadership activities Prepare agendas, briefing materials, and track action items and deliverables Support execution of strategic initiatives and special projects Act as a liaison between leadership and administrative operations to ensure alignment and follow‑through Ensure adherence to Occupational Health and Safety policies and applicable legislation Maintain compliance with all relevant provincial and federal regulations Safeguard confidential information and uphold privacy standards Contribute to organizational initiatives and special projects as required Qualifications Post‑secondary diploma in Medical Office Administration (required) Bachelor’s degree in Business Administration or equivalent experience (asset) Minimum five (5) years of management/supervisory experience Experience in a healthcare or medical office environment (required) Experience in policy development, process improvement, and record management Experience in a unionised environment (preferred) Experience supporting senior leaders or executives (asset) Strong leadership, coaching, and team development skills Excellent organisational, prioritisation, and time‑management abilities Ability to manage competing priorities across operational and executive functions Strong communication, interpersonal, and conflict resolution skills Proficiency in Microsoft Office and electronic medical records systems Knowledge of medical terminology, billing practices, and healthcare operations Analytical thinking and problem‑solving capability High level of discretion, professionalism, and judgement