Clinical Administrative Manager
Ancaster Central Children’s ClinicLocation: Ancaster, OntarioPosition Type: Full-Time, In-Person
About the Clinic
Ancaster Central Children’s Clinic is a growing pediatric specialty clinic providing care in areas including pediatric cardiology and pediatric respirology.
We are looking for an exceptional Clinical Administrative Manager to take responsibility for the day-to-day performance, organization and reliability of our clinical administrative operations.
This is not simply a supervisory position.
The successful candidate must develop a strong working understanding of every major administrative function within the clinic, be capable of stepping into those functions when necessary, and ultimately become the person responsible for ensuring that the administrative team operates effectively, consistently and professionally.
The Role
The Clinical Administrative Manager will oversee the clinic’s administrative team and the systems, workflows and processes that support patient care.
The role combines leadership, hands-on administrative work, staff supervision, workflow management, problem-solving and continuous operational improvement.
Before fully transitioning into management responsibilities, the successful candidate will spend their initial months developing hands-on familiarity with the clinic’s major administrative functions.
This will include experience across:
- Stationary / Front Office Administration
- Mobile / Clinical-Floor Administration
- Back Office Administration
We believe a manager should understand the work they are responsible for overseeing.
The goal is for the Clinical Administrative Manager to become capable of stepping into virtually any administrative position when required, identifying where systems are failing, supporting staff during periods of increased workload, and confidently answering for the performance of the administrative department as a whole.
Key Responsibilities
Administrative Leadership
- Oversee the day-to-day operations of the clinical administrative team
- Establish clear expectations, responsibilities and accountability for administrative staff
- Ensure assigned work is completed accurately and within appropriate timelines
- Monitor staff performance, reliability, professionalism and adherence to clinic procedures
- Provide coaching, feedback and practical support to administrative employees
- Help onboard and train new administrative staff
- Identify knowledge or performance gaps and coordinate additional training where required
- Delegate work based on workload, urgency and staff capabilities
- Address administrative problems before they disrupt patient care or physician workflows
- Maintain clear communication between administration, physicians and other members of the clinic team
- Escalate significant operational, staffing or patient-service concerns appropriately
Clinical Administrative Operations
Develop a strong understanding of and provide oversight for workflows including:
- Patient reception and check-in/check-out
- Telephone and patient communication workflows
- Appointment scheduling, confirmations and changes
- Referral intake and processing
- Incoming and outgoing fax management
- Medical documentation and report processing
- Electronic medical record management
- Physician task and document routing
- Records requests and administrative correspondence
- Patient demographic and chart maintenance
- Coordination of administrative components of clinical visits
- Follow-up workflows
- Administrative task queues and outstanding work
- Internal communication between administrative and clinical staff
- Other administrative systems required for the safe and efficient operation of the clinic
Hands-On Operational Coverage
This is a working management position.
The Clinical Administrative Manager must be willing and able to step into operational roles when required.
This may include:
- Covering reception or stationary administrative duties
- Supporting mobile administrative workflows throughout the clinic
- Processing back-office documentation, faxes, referrals and reports
- Assisting during staff absences, breaks or periods of unusually high workload
- Troubleshooting difficult administrative cases
- Handling escalated patient administrative concerns
- Supporting physicians when an administrative issue requires immediate resolution
A strong manager in this clinic should never be disconnected from the work their team performs.
Systems & Workflow Management
The successful candidate will be expected to understand not only what administrative staff do, but how the clinic’s administrative systems work together.
Responsibilities will include:
- Learning and maintaining a strong understanding of the clinic’s EMR and administrative systems
- Understanding how information moves through the clinic from referral to appointment, clinical encounter, follow-up and documentation
- Identifying bottlenecks, recurring errors and inefficient processes
- Helping develop and maintain standardized workflows and procedures
- Ensuring staff consistently follow established processes
- Reviewing outstanding administrative work and ensuring issues are resolved
- Helping implement new technology, tools and operational processes
- Working with clinic leadership to continuously improve administrative efficiency
- Maintaining appropriate safeguards around confidential patient information
Experience with Accuro EMR is highly valued, although strong candidates with experience using other medical EMR systems will also be considered.
Initial Training & Operational Integration
The first several months of this position will involve significant hands-on operational training.
The Clinical Administrative Manager will be expected to work directly within the clinic’s various administrative positions rather than immediately managing them from a distance.
This period is intended to develop a detailed understanding of:
- Staff responsibilities
- Physician workflows
- Patient movement through the clinic
- EMR processes
- Referral and documentation workflows
- Scheduling systems
- Common administrative problems
- Workload patterns
- Existing procedures and expectations
As competency develops, the position will progressively assume greater responsibility for team oversight, training, performance management, workflow control and administrative operations.
What We’re Looking For
This position requires someone with a combination of leadership ability and operational discipline.
We are looking for someone who is:
A strong leader.You should be comfortable setting expectations, giving direction, providing feedback and holding people accountable while maintaining a professional and respectful workplace.
Highly accountable.When an administrative problem occurs, you take ownership of understanding what happened and making sure it is resolved.
Organized.You must be capable of keeping track of staff responsibilities, patient-related administrative work, outstanding tasks and competing operational priorities.
Detail-oriented.Small administrative errors in healthcare can create significant downstream problems. Accuracy matters.
Calm under pressure.A busy clinic regularly produces unexpected situations, competing priorities and interruptions. You must be able to maintain good judgment when things become busy.
Decisive.You should be comfortable making reasonable operational decisions rather than allowing problems to remain unresolved.
An effective communicator.You must communicate clearly with physicians, administrative staff, patients and other healthcare offices.
Technologically capable.Our clinic relies heavily on digital systems and continues to improve and automate its administrative processes. You should be comfortable learning new systems quickly.
Adaptable.You must be willing to move between management responsibilities and hands-on administrative work depending on what the clinic requires.
Observant.Strong candidates notice recurring problems, unusual situations and weaknesses in workflows before being specifically told to investigate them.
Professional and trustworthy.You will have significant responsibility and access to confidential patient and operational information.
Qualifications
Required
- Previous administrative experience
- Previous experience in a healthcare, medical office, clinical or comparable professional environment
- Demonstrated leadership, supervisory or management ability
- Strong organizational and time-management skills
- Strong written and verbal English communication
- Strong computer literacy
- Ability to learn complex workflows and systems
- Excellent attention to detail
- Ability to prioritize multiple competing responsibilities
- Ability to work independently and exercise sound judgment
- Ability to provide direction and constructive feedback to staff
- Ability to maintain confidentiality and handle sensitive information appropriately
- Willingness to perform hands-on administrative work when required
- Commitment to a long-term position
Strongly Preferred
- Previous medical office or specialist-clinic experience
- Experience supervising or managing administrative employees
- Experience with electronic medical records
- Experience with Accuro EMR
- Experience managing referrals, faxes, reports, scheduling or medical documentation
- Experience developing or improving administrative workflows
- Experience training and onboarding employees
- Experience managing high-volume administrative operations
What Success Looks Like
Success in this position means the clinic’s administrative operations remain controlled even when circumstances change.
Staff know what they are responsible for.
Important work does not disappear into a queue.
Administrative problems are identified and resolved.
Physicians know who to approach when an operational issue needs an answer.
Employees receive clear direction and support.
Patients receive professional and organized service.
And when someone is absent or the clinic becomes unusually busy, the manager understands the operation well enough to step in and help stabilize it.
Ultimately, the Clinical Administrative Manager should become the primary point of accountability for the clinic’s administrative operations.
Work Environment
This is a full-time, in-person position at our Ancaster clinic.
The position involves a combination of:
- Staff leadership and supervision
- Computer-based administrative work
- Patient-facing administration
- Movement throughout the clinic
- Operational problem-solving
- Training and process development
This is not a desk-only management role.
The successful candidate should expect to remain actively involved in clinic operations and maintain a strong understanding of what is happening across the administrative department.
Why Join Us?
Ancaster Central Children’s Clinic is continuing to grow and improve its clinical and administrative systems.
We are building a more structured, technology-enabled and accountable administrative operation capable of supporting both our current physicians and future growth.
For the right person, this position provides an opportunity to take meaningful ownership over an important part of a growing healthcare organization rather than simply maintaining an existing administrative process.
We are looking for someone interested in building, improving and leading.
How to Apply
Please submit your resume through Indeed.
In your application, we encourage you to describe your experience with:
- Managing or supervising administrative employees
- Medical or clinical administration
- Electronic medical records
- High-volume administrative environments
- Staff training
- Workflow or process improvement
- Situations where you were responsible for solving operational problems or keeping a team organized
Candidates selected for an interview should be prepared to discuss examples of leadership, accountability, conflict resolution, prioritization and operational problem-solving from previous positions.
Ancaster Central Children’s Clinic is an equal opportunity employer. We appreciate all applications; however, only candidates selected for the next stage of the hiring process will be contacted.
Pay: From $25.00 per hour
Benefits:
- Casual dress
- Company pension
- Dental care
- Flexible schedule
- On-site parking
- Paid time off
- RRSP match
- Vision care
Ability to commute/relocate:
- Ancaster, ON L9K 1J3: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Medical office: 1 year (required)
Work Location: In person
