Office-Operations Coordinator

Office-Operations Coordinator

The Ancient Rivers Family Health Team (FHT) is a group of interprofessional healthcare providers associated with the Ancient Rivers Family Health Organization, a group of 17 family doctors in Renfrew and Calabogie. We have a combined roster of 14,000 patients on one shared electronic medical record system (Telus Practice Solutions).

We are recruiting for an Office-Operations Coordinator. This is a part-time position working two to three days per week on average (22.5 hours per week), until March 31, 2027.

Main Responsibilities:

• Support day-to-day bookkeeping, including tracking expenses and invoices, in collaboration with our bookkeeper.
• Assist with the preparation of the annual operating budget.
• Monitor budget performance and help track variances throughout the year.
• Maintain organized financial records and supporting documentation.
• Collect data and compile draft materials for monthly, quarterly, and annual reports.
• Maintain reporting calendars and reminders.
• Assist with ASRER documentation and quality improvement plan development.
• Assist with job postings, interview scheduling, and onboarding materials.
• Track staff training, certifications, time-off requests, personnel files and benefit records.
• Support the administration of extended health benefits and HOOPP.
• Coordinate maintenance, IT, and housekeeping requests.
• Monitor phone and fax systems and troubleshoot minor issues.
• Order office supplies, medical supplies, furniture, and print materials.
• Maintain organized documentation and filing systems (digital and physical).
• Track resource use and support operational efficiency.
• Schedule and assist with planning for a variety of meeting types; prepare meeting materials, agendas, and handouts; record and draft minutes.
• Coordinate program registration and support operational planning.
• Secure program space and schedule program activities.
• Update program information and support program promotion.
• Update website content or coordinate updates with web designer.
• Draft and schedule social media content to promote services and events.
• Support routine communications with our affiliated physician group.

• Post-secondary education in administration, business, finance, healthcare administration, or a related field.
• A minimum of 2 - 3 years of administrative, coordination, finance, or office support experience.
• Experience in healthcare or a non-profit setting is preferred.
• Experience with financial administration, including supporting budgets, expense tracking and financial forecasting.
• Excellent organizational skills and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.
• High level of professionalism, discretion, and respect for confidential information.
• High proficiency in Microsoft Office (Word, Excel, Outlook) and Sharepoint.
• Comfortable using digital tools.
• Familiarity with Telus PSS electronic medical record is an asset.
• Experience with website content management or social media platforms is an asset.
• Familiarity with healthcare and FHT settings is an asset.
• Current Ontario driver’s license and access to a vehicle for occasional travel within the region.

Why Join Us?

We care about your well-being and will support your work-life balance. Our competitive employee value proposition includes, but is not limited to:

• Participation in HOOPP (pension plan)
• 12 paid statutory holidays annually (prorated to start date and FTE)
• Three weeks of paid vacation time (prorated to start date and FTE)

Qualified applicants are asked to forward their cover letter and resume. We thank all applicants for their interest in Ancient Rivers, however, only those applicants selected for an interview will be contacted.

The Ancient Rivers Family Health Team supports diversity, equity, and a workplace free from harassment and discrimination. We encourage applications from all qualified candidates, including women, visible minorities, aboriginal peoples, and persons with disabilities. Personal information contained in applications will be used for recruitment purposes and collected as per the Freedom of Information (F.O.I.) And Protection of Privacy Act, 1987. The Ancient Rivers Family Health Team is committed to improving access and opportunities for individuals with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act. If you require a specific accommodation during the application, interview, or recruitment stage, please info@arfht.ca, noting Accessibility Inquiry in the subject line, for appropriate accommodations to be made.