Office Supervisor

Union: Non-union
Number of vacancies:  1
New or Replacement Position: Replacement
Site:  UHN - West Park Healthcare Center
Department:  Respiratory Medicine 
Reports to:  Program Manager 
Salary Range:  $32.59 to $40.74
Hours: 37.5 per week
Shifts: Monday- Friday Days
Status: Permanent Full-Time
Closing Date: March 27 2026

Position Summary

The Office Supervisors are accountable for supervising the operational activities of Ambulatory Clinics:  Amputee Prosthetics and Orthotics Musculoskeletal Spasticity Physiatry Geriatric Seniors Mental Health Respiratory Pulmonary Function Exercise and Sleep laboratories Tuberculosis Ears Nose and Throat Urology

The Office Supervisors are also the administrative coordinator for the Medical Director Respiratory Rehabilitation Respiratory TB and Physiatry physicians and the National Sanitarium Association Chair in Respiratory Research.

Duties: 

• Provide administrative support to the Medical Director Respiratory Rehabilitation Respiratory TB and Physiatry Physicians by coordinating meetings and teleconferences performing literature searches preparing international and collaborative manuscripts and presentations Fellowships Residents and students.
• Provide administrative support to the NSA Chair in Respiratory Research and Physiatry Research by coordinating research grant expenditures maintaining accounts overseeing study payments approving expenditures research salaries and generating monthly to yearly accounting reports.  Provide functional direction to researchers on resources available internally and externally related to their research.
• Provide RES laboratories and off-site Physiatry Clinics (Sudbury Sienna Living) to achieve target business and operational goals.
• Assist with departmental budgeting by tracking all expenditures and assisting with annual preparations as well as maintaining Clinic supplies (office/clinical).
• Office Supervisors to provide cross-coverage during vacation/absences.
• Responsible for recruitment and performance appraisals of Unit Clerks and coordination of overall office operations including: staffing planning and scheduling and the maintenance of cost centre budgets.
• Responsible for the day-to-day supervision of the unit clerks.  Provides direction and consultation to the Respiratory Research Assistants Fellows Residents.
• Format letters memos and other physician-related correspondence draft and send e-mails and update calendars. Develop and maintain manual and/or computerized systems for tracking information.
• Manage the Physicians internal and external calendar by responding to meeting requests scheduling/re-scheduling meetings and ensuring all relevant materials are received and/or provided in advance of the meetings/events and appropriately filed after meetings/events completion.
• Be aware of conditions and measures that may affect the safety of patients residents students employees volunteers physicians and visitors including:
  • Compliance with the safety standards of the hospital and applicable legislation
  • Identification and prevention of safety issues and problems
  • Taking corrective action where possible
  • Attendance at safety meetings/training/updates in accordance with the Centres standards
  • Monitor compliance and dialogue with staff regarding the prevention and identification of safety policies standards and issues
  • Where applicable ensure the compliance and awareness of patient safety
• Ability to work in a manner that exemplifies the core values of UHN- West Park Healthcare Centre
• Responsible for monitoring and authorizing research grant expenditures.
• Responsible for Ambulatory Clinic budget tracking and assist with budget preparation.
• Responsible for Respiratory Physicians and RES Laboratories OHIP billing submissions and reconciliation.
• Distribute mail photocopy and answer telephone.
• Ensure program areas are adequately stocked with supplies/resources and track utilization of same.
• Maintain patients clinical records in accordance with WPHC policy.

Qualifications :

• Community College Certificate Program (Administrative/ Business or Marketing) 
• Minimum 3 5 years related office and/or healthcare experience and experience transcribing and/or understanding/utilizing medical terminology knowledge of medical terminology 
• Advanced computer skills (MS Word Excel Powerpoint Outlook Internet Electronic Patient Record Total Solution Webex Insight)
• Excellent communication interpersonal and organizational skills (both written and verbal); resolution oriented 
• Demonstrated ability to manage ongoing relationships with external and internal customers
• Knowledge of marketing principles
• Demonstrated leadership skills
• Ability to work independently without supervision
• Ability to prioritize workload within a multi-task environment with multiple demands while multi-tasking
• Evidence of satisfactory attendance and punctuality

Desired/Preferred:

• Budget management skills
• Good computer skills
• Good communication skills (written & verbal)
• Good attention-to-detail skills
• Ability to maintain effectiveness when experiencing change in work tasks or the work environment; adjust effectively to work within new processes requirements etc.

Additional Information :

Why join UHN

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world UHN offers a wide range of benefits programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor allowing you to find value where it matters most to you now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel restaurants parking phone plans auto insurance discounts on-site gyms etc.)

Current UHN employees must have successfully completed their probationary period have a good employee record along with satisfactory attendance in accordance with UHNs attendance management program to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates.  Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading inaccurate or incorrect UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest however only those selected for further consideration will be contacted.

Remote Work :

No

Employment Type :

Full-time