Administrative Assistant PT

EHN Canada is the nation’s largest private network of industry-leading mental health, trauma, and addiction treatment facilities, each with a passion for providing quality treatment for Canadians. We are committed to both caring for our patients and supporting their loved ones. With over 100 years of collective experience, our inpatient, outpatient, and online programs are offered across the country, providing essential compassionate care to patients wherever they are.

EHN Canada prides themselves on providing both excellent and accessible care to all Canadians.

Learn more at ehncanada.com

Be part of the work that’s changing lives.

Overview

Under the Executive Director's direction, the Assistant will anticipate needs, take initiative, and work independently and collaboratively as needed. This position also requires strong interpersonal skills and the ability to exercise good judgment in a variety of situations. As a professional, the Assistant must perform several administrative tasks, prepare correspondence, reports, and presentations, and assist the Director with all duties.

This is a part-time position working 24 hours per week. The Assistant must be highly organized and able to effectively prioritize executive support, medical-record auditing, accreditation, quality, and administrative responsibilities within the established work schedule.

The Assistant will have the knowledge and skills to help research and compile data, meet or liaise with individuals and groups inside or outside of the company, and support the development, implementation, and maintenance of organizational policies, procedures, and administrative processes. The Assistant is responsible for the provision of confidential administrative services, including support to the Executive Director and site leadership team, coordination of special projects, accreditation activities, quality and compliance processes, and other administrative support services. The Assistant is the primary point of contact for internal and external communications on matters pertaining to the office of the Executive Director.

A key component of this position is supporting health-record quality and compliance through routine audits of client medical records within the electronic medical record (EMR). The Assistant will complete documentation and record-completeness audits, identify and track deficiencies, support follow-up with the appropriate leaders or team members, and compile audit findings and trends to support quality improvement, accreditation, and organizational compliance.

This position provides administrative support and manages, prepares, and tracks highly confidential documentation and information. The Assistant works closely with clinical, nursing, admissions, operations, and corporate teams and must exercise a high degree of discretion when accessing or handling client, employee, operational, and organizational information.

Responsibilities: 

• Administrative support to the Executive Director and site Leadership Team.
• Manage the Executive Director’s calendar, meetings, correspondence, administrative priorities, and other executive support requirements.
• Writing and development of policies, procedures, RFPs, contracts, reports, correspondence, and other documents as directed.
• Daily, weekly, and monthly statistical analysis of bed counts, client demographics, admissions, discharges, completion rates, and other operational and quality indicators as required.
• Conduct routine audits of client medical records and documentation within the electronic medical record (EMR) to monitor completeness, accuracy, timeliness, and compliance with established organizational requirements.
• Maintain medical-record audit tools and trackers and monitor identified documentation deficiencies to support timely follow-up and resolution.
• Communicate identified documentation deficiencies to the appropriate Nursing Supervisor, Clinical Supervisor, Executive Director, or other responsible leader for follow-up.
• Compile and analyze medical-record audit findings to identify recurring trends, opportunities for education, quality concerns, and areas for process improvement.
• Maintain strict confidentiality and appropriate access to client information while conducting medical-record reviews and other quality activities.
• Support trend analysis related to incident reporting, documentation variances, quality indicators, and other organizational metrics.
• Assist with tracking required reports and support timely submission to applicable funders, regulators, government partners, or other external bodies as directed by the Executive Director.
• Act as a liaison with external partners, regulators, licensing bodies, funders, and other stakeholders as delegated by the Executive Director.
• Assist the Executive Director in the preparation for and maintenance of accreditation and serve as the site accreditation lead or coordinator as assigned.
• Coordinate accreditation preparation activities, evidence collection, document organization, staff communication, and follow-up on identified action items.
• Assist in the planning and preparation for meetings, special events, promotions, and professional training.
• Support the implementation, maintenance, review, and organization of site policies, procedures, programs, and operational priorities.
• Schedule and attend confidential meetings, prepare agendas, and prepare and distribute meeting minutes and action items as required.
• Maintain organized administrative, quality, policy, accreditation, and other records in accordance with organizational record-management practices.
• Monitor outstanding action items, reports, projects, and deliverables on behalf of the Executive Director and support timely follow-up.
• Assist with special projects, data collection, reporting, research, and process-improvement initiatives as assigned.
• Support compliance with applicable privacy, confidentiality, records-management, accreditation, and organizational requirements.
• Other duties as assigned 

Qualifications: 

• Completion of Grade 12 supplemented by post-secondary education or certification in business administration, health administration, health information management, office administration, or a related field is preferred; an equivalent combination of education and relevant experience may be considered.
• Considerable experience in an executive support role or senior administrative assistant role; or an equivalent combination of experience and education may be considered.
• Previous experience working in a health-care, mental health and addictions, residential treatment, or other health-services environment is strongly preferred.
• Experience working with medical records and electronic medical record (EMR) systems is required.
• Experience conducting medical-record, documentation, quality, or compliance audits is strongly preferred.
• Demonstrated understanding of health-record documentation, privacy, confidentiality, information management, and appropriate handling of personal health information.
• Knowledge of applicable New Brunswick privacy requirements, including the Personal Health Information Privacy and Access Act (PHIPAA), or demonstrated ability to develop this knowledge.
• Experience supporting accreditation, quality improvement, regulatory compliance, or organizational auditing is considered an asset.
• Ability to work in high-pressure situations.
• Exceptional verbal and written communication skills.
• Superior attention to detail, records and data management and computer skills, including competency in word processing, spreadsheets, databases, presentation tools, and email.
• Must be proficient with computers and a variety of software including Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and electronic records systems.
• Demonstrated ability to review large volumes of documentation accurately and identify missing, incomplete, inconsistent, or overdue documentation.
• Strong analytical skills and ability to compile audit findings, identify trends, maintain trackers, and prepare clear reports for leadership.
• Well-developed organizational and time management skills.
• Ability to work without supervision under rigorous conditions of confidentiality.
• Demonstrated ability to effectively prioritize competing responsibilities and meet deadlines within a part-time, 24-hour-per-week schedule.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Highly resourceful team player, with the ability to also be effective independently.
• Ability to exercise sound judgment, tact and diplomacy in processing confidential matters and materials.
• Proven ability to be adaptable to various competing demands and demonstrate the highest level of professionalism, service, and responsiveness.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Bilingual proficiency in English and French is considered a strong asset

Employee Benefits and Perks:

• Comprehensive benefits package including a yearly allowance of $2,000 for mental health and addiction services, plus $600 for various paramedical services (e.g., massage, physiotherapy)
• 24/7 Employee Assistance Program through GreenShield Health
• Competitive paid time off, with an extra paid day off for your birthday, offered to eligible employees
• Float Days and Recognized Statutory Holidays, providing additional flexibility and time off for eligible employees
• Access to in-house fitness facilities or discounted gym memberships
• Exclusive discounts through Perkopolis on entertainment, insurance, and more
• Opportunities for personal and professional growth through our Education Support Assistance program
• Supportive relocation opportunities due to our nationwide presence
• Defined Benefit pension plan with up to a 4% employer contribution
• Maternity and parental leave top-up
• Discounts available at Kids & Co. Daycare.

Artificial intelligence (AI) may be used to screen, assess, or select applicants for this position by analyzing application materials and generating recommendations to support human decision-making.

EHN Canada is an employment equity employer. If you should require accommodation during the interview process, please contact Human Resources.

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