Administrative Specialist – Permanent Full Time

VHA Home HealthCare (VHA) is one of the largest not-for-profit home care providers in Ontario. Our team is made up of close to 3,000 caring and committed professionals who love what they do. Our providers tell us: “Home care is where I can truly make a difference. There is such a sense of accomplishment from helping people live independently at home.” Our teams work together to provide high quality, client-centred care to those who need it most in their homes, schools, retirement homes and other community settings. Many of our team members manage their own schedules in the community and they say, “The freedom and flexibility can’t be beat.” Providers form meaningful bonds with the clients and families they serve over time and are supported by a diverse regional team and beneficial home office programs. Team members tell us “I love the inclusive culture. I feel welcome and at home.” 

View more comments from our clients and their family members.

Pay Range

Commensurate with Experience

The Administrative Specialist provides administrative and coordination support to the Senior Directors, Integrated Client and Community Care and Strategic Solutions & Partnerships as well as designated members of the VHA team, as required The incumbent is responsible for supporting operational effectiveness through ensuring sustainable administrative processes, which will include, but not limited to, organizing schedules, coordinating completion of key departmental activities and acting on behalf of the SDs with internal/external partners and stakeholders. You will prepare and support key meetings, events, including minute taking, action tracking and following up with relevant parties where necessary.

The incumbent maintains calendars/schedules, maintains files and department expense reports, prepares and compiles correspondence, agendas, briefs, reports and analysis where required. You will use discretion when dealing with confidential information.

Key Areas of Accountability

The Administrative Specialist supports continuous quality improvement and VHA Home Health Care’s purpose, first principles and strategic priorities. The incumbent will also promote and maintain good public relations with clients, customers, VHA Home HealthCare staff, volunteers and service providers. 

• Provides administrative and secretarial support to IC&CC and SS&P, while handling highly sensitive and confidential matters relating to the daily activity of the organization.

• Prepares, edits, formats and distributes correspondence, expenses, records, reports, documents and presentations.

• Develops and oversees Senior Directors schedules/calendars on a daily basis, including travel arrangements, coordination and organizing set up of all required meetings and arranging conference and or video calls while maintaining division’s daily operational workflow.

• Maintains and schedules team meeting bookings (internal and external) and support including payment for external venues using corporate accounts.

• Provide coverage and back-up support to the Executive Assistant for IC&CC and SS&P, ensuring seamless administrative operations.

• Tracks, organizes and manages presence at meetings.  Track pertinent information communicated during meetings and keeping a clear, concise and accurate log of this information.

• Undertakes other related and/or other duties as delegated by Senior Directors.

Required Qualifications:

• Community College diploma in an administrative or business-related discipline, combined with a minimum of 3 – 5 years of experience in assisting and supporting at a senior management level.

• Demonstrated commitment to client and family-centered care and providing great customer service to clients and staff/service providers and external stakeholders.

• Ability to work effectively under pressure within a fast paced team environment.

• Exceptional customer/client service skills.

• High degree of accuracy and detail-oriented – excellent grammar and spelling essential.

• Advanced knowledge working with Microsoft Office – Word, PowerPoint, Excel, Outlook and other office automation equipment.

• Proficient in using virtual meeting tools such as Microsoft Teams and Zoom

• Exceptional organization and time management including the ability to handle multiple tasks in an efficient manner.

• Excellent keyboarding skills.

• Excellent interpersonal and communication skills (both verbal and written) are required, including ability to compose letters and reports.

• Experience in supporting data entry, analysis and reporting

• Good analytical skills and ability to deal with inquiries within the scope of this position.

• Great conflict management/resolution skills and is a collaborative team player

• Demonstrate efforts to continuously develop and upgrade skills. 

• Excellent organizational skills and attention to both detail and the “big picture”.

What makes VHA’s compensation unique?

• Benefits and pension plan for permanent eligible employees

• Compensation for education and professional development

• VHA is a leading learning organization so we can provide you with comprehensive orientation and training at the start and throughout your career

• Mentorship and peer support

• Career development opportunities

• Employee and family assistance program

• Wellness resources

• Perks & discounts

• Staff & service provider events

Accommodation and VHA’s commitment to DEI

At VHA Home HealthCare (VHA), we passionately strive to uphold our commitments to being an Equal Opportunity Employer. We champion inclusion and diversity in all parts of our organization and are strong believers that a diverse workforce is key to the ongoing and future success of VHA. We aim to review all applicants with fair and unbiased recruitment practices where opportunities are presented based on merits, skills, and experience. VHA is committed to providing reasonable accommodation and our services are accessible and sensitive to the needs of diverse groups. If you require any accommodation, please let us know in advance as we are happy to comply.

How to Apply?

Our online application should take about 5 to 10 minutes to complete.

VHA is accredited with Exemplary Standing by Accreditation Canada; an RNAO Best Practice Spotlight Organization designate; and a founding member agency of United Way Greater Toronto.

Thank you to everyone who applies. We will review applications as they are received. We’ll only be contacting those selected for further discussion.

In every role and at every level, we lead with purpose, build bonds that matter, and we’re passionate about providing spectacular care.