Executive Assistant (0.6FTE) & Coordinator (0.4FTE) - Access & Flow

Description

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 8,500 families annually.

Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

Position Summary

This is a regular full-time (1.0 FTE) complement consisting of two positions: a 0.6 FTE Executive Assistant position, and a 0.4 FTE Access and Flow Coordinator position.

The Executive Assistant role will provide executive-level administrative support to Access and Flow leadership, as well as comprehensive program administration and project coordination for the access and flow portfolio.

The Coordinator, Access & Flow role will provide support through the client journey, and strive to deliver an exceptional client/family experience throughout their health care journey. This role will be reporting to the Manager, Access, and Flow.

The program consists of the Appointment Services team and the Inpatient Flow team. Appointment Services is responsible for processing referrals, scheduling clinical appointments, registering clients, and maintaining accurate health records. The Inpatient Flow team is responsible for providing leadership related to planning - for admission into and discharge from inpatient services - and strives to deliver an exceptional client/family experience throughout their health care journey.

This role will be on-site, and working hours will be either 8am-4pm or 8:30am–4:30pm.

Key Responsibilities

Executive Assistant (0.6 FTE)

• Provide comprehensive administrative support to both the Senior Director, Client Flow and Clinical Operational Excellence along with the Manager, Client Access and Flow, serving as first point of contact for internal and external stakeholders.
• Manage complex calendars and meeting schedules involving multiple stakeholders.
• Coordinate meetings and events (in-person and virtual), including agenda preparation, minute taking, action item tracking, and distribution of materials.
• Arrange logistics for meetings, conferences, and forums: room bookings, catering (internal and external), AV setup, registration, and travel arrangements.
• Prepare, collate, and edit a variety of documents and reports (Word, Excel, PowerPoint, SharePoint).
• Support recruitment processes: initiate recruitment requisitions, download resumes, coordinate interview schedules using PickATime software, and arrange interview rooms.
• Administers payroll for teams using Meditech and generate payroll-related reports as requested.
• Manage departmental communications and updates.
• Coordinate onboarding for new staff, including workspace setups, introductions, and completion of onboarding documentation.
• Track and reconcile departmental VISA statements; manage requisitions and ordering.
• Prepare Personnel Action Forms (PAFs) and Computer Authorization Forms (CAFs).
• Provide ad-hoc administrative support for committees, task forces, and special projects as assigned.

Access & Flow Coordinator (0.4 FTE)

• Coordinate with community CTCs (Children’s Treatment Center) regarding incoming referrals, and cultivating relationships with CTCs as key external stakeholders
• Coordinate OHaH (Ontario Health at Home) referrals for clients (pre-discharge)
• Liaise with physicians/ NPs regarding outgoing referrals
• Coordinate intake meetings between external partners (acute care) and internal clinical team members
• Act as a primary administrative contact for Access & Flow, triaging inquiries and ensuring timely follow-up.
• Support data inputs and data integrity audits across Access and Flow

Qualifications

• Graduate of a college program or equivalent.
• Minimum of 5 years senior administrative experience, preferably in a healthcare setting.
• Proactive with exceptional project coordination skills.
• Strong organizational skills.
• High level of attention to detail.
• Works collaboratively within a team environment.
• Significantly skilled with SharePoint and MS Office Suite (Excel, Word, Power Point and Outlook) with the ability to:
• Generate spreadsheets using advanced formatting, formulas, and filtering techniques.
• Develop professionally formatted documents, including the use of mail merge and tracked changes.
• Produce engaging customized PowerPoint presentation decks
• Manage complex calendars using effective scheduling and coordination strategies
• Utilize virtual meeting platforms (such as Teams and Zoom) effectively
• Ability to use and trouble-shoot with audiovisual equipment.