Physician Resources & Office Administrator

Job Type: Permanent Full Time

Salary Range: $ – $ Hourly

Posting Closes: November 18, 2026

Position Overview

Under the direction of the Manager, ADMG Operations, the Physician Resources & Office Administrator provides comprehensive administrative and human resources support to the physician group, helping to ensure an organized, efficient, and positive working environment for physicians and staff. This role serves as a key point of coordination for physician-related matters, office operations, and day-to-day administrative activities. Working collaboratively with physicians, leadership, and ADMG staff, the Administrator supports a range of functions including physician onboarding and offboarding, physician resources administration, records and documentation, office coordination, and administrative support for the ADMG.

Essential Duties & Responsibilities

Physician Resources

• Create, update, and maintain all new physician, locum, and specialist files including updating anniversary dates, shareholder status, vacation entitlement, milestone recognition and any other duties as required.
• Act as lead for the ADP Human Resource Information System (HRIS) for ADMG.
• Coordinate the development and deployment of any required learning or policy/medical directive sign off in the ADP Learning Management System.
• Coordinate recognition activities for physicians such as welcome baskets and special occasion gifts.
• Support the Manager, Operations with onboarding and offboarding as required.
• Update referral forms as required.
• Support the Manager, Operations with patient warning and termination letters.
• Maintain accurate files for all physician memberships/licenses.
• Communicate with the Canadian Medical Protective Association (CMPA) and the Ontario Medical Association (OMA) regarding upcoming membership changes and ensure physicians are kept informed.
• Coordinate Professional Development Leave by maintaining a database to confirm physician eligibility, sending applications and determining the next eligible physician based on policy.
• Act as point of contact for Benefits Advisor/Provider and manage benefit coverage for physicians and ensure all memberships are current.
• Provide data to benefits providers and assist in annual renewals and premium changes.
• Act as point of contact to assist physicians or family members in resolving disputes regarding benefit coverage.
• Administer the Retired Physician – Out of Country Travel Insurance plan.

Office Administration

• Assist the team with the optimizing the utilization of Microsoft 365 and ensuring, where possible, process and systems are electronic, accessible and streamlined.
• Book/coordinate shareholder meetings, minutes and agenda and distribute to the physicians, votes, proxies etc. Including the preparation of special resolutions and agendas for shareholder meetings.
• Maintain accurate records of ADMG shareholders, elected and appointed Board positions on the CPSO website for the corporation of the ADMG.
• Keep accurate records for upcoming shareholders, book meetings (with CEO & ADMG Board), distribute Notice of Motion, Proxies etc.
• Notify ADMG Accountant and ADMG Corporate Lawyer of any changes to the Corporation or shareholder status.
• Work with ADMG corporate lawyer to ensure shareholder agreement policies are maintained and updated as needed, ensuring that all physicians have copies of the agreement.
• Provide administrative support to the ADMG CEO and Board of Directors (BOD) by coordinating and scheduling meetings, special events, presenters, and other activities.
• Advise the ADMG CEO and BOD about any administrative items that require attention and send correspondence on their behalf.
• Draft, format, maintain, and track a variety of documents for internal and external audiences.
• Coordinate meetings by arranging equipment and materials, preparing agendas, and meeting packages, taking minutes, arranging for food and beverages when required and following up on action items.
• Ensure the ADMG CEO is adequately briefed, organized, and prepared for all meetings.
• Act as a first point of contact for ADMG and prioritize messages, communications, and visitors to reduce the CEO’s workflow interruption.
• Manage ADMG correspondence, and ensure files, mail, and messages are distributed accordingly.
• Handle a high volume of inquiries in a timely manner by responding to questions and concerns and following up to ensure matters are appropriately dealt with and addressed.

Organizational Support

• Support ADMG by contributing to and participating in organization-wide activities, projects, committees, training, and professional development.
• Collaborating with cross-functional teams, including clinical and non-clinical departments, to provide support.
• Develop and maintain administrative processes; contribute to process improvement initiatives.
• Ensure job-specific process documents outlining position and organization requirements are kept up to date.
• Analyze trends on a departmental level and create reports for leadership.
• Maintain positive working relationships with stakeholders by addressing inquiries and providing relevant information.
• Contribute to the development of a positive workplace culture by promoting teamwork, collaboration, and open communication within the communications department and across GHC.
• Other job-related duties as assigned.

Required Qualifications

Education & Experience

• Three months to one year of work-related experience or a specific training certificate is required ( Executive Office Administration, Human Resources, etc.)

Knowledge, Skills & Abilities

• Advanced software skills using Microsoft Office Suite.
• High degree of organization, discretion, professionalism, and attention to detail, with a strong commitment to providing responsive and service-oriented support to the physician group.
• Strong business acumen, and ability to handle situations with tact and diplomacy.
• Demonstrated ability to establish and maintain payment systems.
• Well-developed self-awareness, self-management, social awareness, and relationship management skills.
• Excellent communication skills, both verbal and written.
• Demonstrated ability to establish and maintain successful working relationships with the Physicians of ADMG and GHC staff and other corporate service providers.
• Demonstrated ability to effectively prioritize and execute tasks; can conform to shifting priorities and demands; able to meet deadlines.
• Sound judgment in dealing with sensitive and confidential matters.
• Ability to consistently demonstrate GHC’s values of respect, kindness, compassion, and accountability in all aspects of work.

Compensation:

$ – $ (commensurate with experience)

Comprehensive Benefit Package

Enrollment in Healthcare of Ontario Pension Plan (HOOPP)

Union: Non-Union

Positions: 1

Selection Process: Please apply through our by end of day November 18, 2026.

Interested applicants are asked to submit a cover letter and resume indicating their qualifications for the position by the application deadline. The ADP Workforce Now Career Centre includes built-in technology that evaluates applications against job posting requirements and assigns a score based on relevant criteria. Those selected for interviews will be required to demonstrate their qualifications and required skills and abilities as outlined above. Group Health Centre is committed to an application and interview process and work environment that is fair, equitable, inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code/AODA. Applicants need to make any accommodation requests for the application or interview process known in advance by contacting the Human Resources Department at 705-759-5513. We thank all applicants, however only those under consideration will be contacted.