Operations Assistant

at  Passport Health

About Passport Health
Passport Health is the largest provider of travel medicine services in North America with more than 250 clinics in the U.S., Canada, and the UK. Although Passport Health began working with international travels, universities, and international aid groups; the company has increasingly been able to leverage its large nationwide network to service vaccination and related healthcare needs of large corporations, government agencies, and other organizations.

POSITION SUMMARY

Reporting to the General Manager of Operations, the Operations Assistant plays a crucial role in supporting the Operations Department by assisting with various administrative tasks related to operations and supply chain. The Operations Assistant is responsible for assisting with the company’s overall supply chain, logistics, and daily operations to maximize the process of productivity and efficiency. This role requires the individual to be highly organized, have a strong work ethic, and strong communication skills.

REQUIREMENTS AND QUALIFICATIONS

• Completed post secondary degree/certification preferably in an operations or supply chain related field
• Must be able to work in-person part-time 16 - 24 hours per week (Tuesday and Thursday or Tuesday to Thursdays 9am - 5pm), must be available to work at locations in Downtown and available to travel to clinics within the Toronto GTA region.
• Excellent verbal and written communication skills
• Great work ethic and positive attitude
• Effective attention to detail and a high level of accuracy
• Excellent interpersonal skills and building relationships
• Great computer skills and ability to learn new software programs
• Demonstrate excellent telephone etiquette
• Comfortable working in a fast paced environment
• Combine strong interpersonal skills with analytical problem-solving abilities
• Be self-directed, goal-oriented and able to manage time and priorities
• Flexible to travel to clinics on an as needed basis, have a reliable vehicle is required

• Order general supplies to all clinics and office in a daily, weekly and monthly basis
• Search for different suppliers, compare prices and present to management option to optimize operational budget
• Use scheduling software (Passageware & ADP) effectively to upload the schedules of all the nurses every quarter, make necessary changes every week, and fulfill staffing and client needs
• Provide nursing staff with accurate schedules on a weekly and quarterly basis
• Communicate effectively with the management and the nurses to ensure schedules are fulfilled, including finding coverage for vacations and last minute sick calls
• Support the call center team during their after hours to communicate and follow up with patients with schedule challenges /when sick calls arise, and problem-solve effectively
• Maintain accurate records of nurse availability
• Ensure accurate, timely documentation and/or phone calls, both external and internal
• Respond tickets from the clinical team and external suppliers related to operations activities that are submitted through Zendesk ticketing system
• Help senior management to prepare KPI reports and follow up metrics to reach objectives
• Help with the renewal of Yellow Fever Designation Centres / Public Health and any other registration/certification needed in the clinics
• Act as first point of contact regarding any and all building maintenance issues and work with building management for each clinic facility to ensure clinics are operational
• Act as first point of contact with clinical team for operations enquiries, and escalate to operations management the ones that requires their attention
• Support Supply Chain team with completing inventory updates in the system, process Zendesk tickets, and manage temperature excursions on a daily basis
• Support Supply Chain team with weekly vaccines and/or medications orders Organize biohazards and sharps pickups for all clinics
• Organize logistic for transfer of supplies between clinics: blocking time, contacting nurses, creating shipping