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Coordinator, Administrative Services
Location:Vernon
Facility:VERNON HEALTH CENTRE
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Competition #:01262055
Employee Type:PERMANENT FULL TIME
Bargaining Unit:NON-CONTRACT
Facility:VERNON HEALTH CENTRE
Department:VEM MHSU ADMIN SERVICES
Reports To:MANAGER
Close Date:MAY 30, 2019*
Comments:

Position Summary

In accordance with the established vision and values of the organization and reporting to the Manager, Administrative Services, the Coordinator, Administrative Services is accountable for providing program support related to the overall business of the Hospitals and Communities Integrated Services (HCIS) programs. Responsibilities include providing direct operational management of administrative services such as determining resources for administrative and Medical Office Assistant supports, financial, human resources information, and issue management. This includes developing, implementing, and providing ongoing evaluation of administrative processes and procedures. The Coordinator is responsible for administering, monitoring, and analyzing assigned budgets for Administrative Services. The Coordinator participates as a member of the management team in determining and implementing strategic direction for the Administrative Services portfolio.


TYPICAL DUTIES AND RESPONSIBILITIES:

1. Responsible for human resources functions including daily assignment, recruitment, hiring, ongoing development, goals and objectives, performance standards, management, and evaluation. Directs corrective or disciplinary actions, up to and including termination. Administers applicable collective agreements and represents the employer in the grievance process, on various union/management committees, and during essential services.

2. Determines resource requirements and plans for administrative staffing and other needs such as space, vehicles, and equipment to support the delivery of HCIS programs. Develops, integrates, and coordinates administrative support services and office procedures within the assigned area by organizing workflow and determining priorities in order to meet the needs and requirements of HCIS managers, staff, and clients.

3. Responsible for the financial management of assigned HCIS Administrative Services budgets by monitoring and analyzing expenditures and variances and identifying current and future needs.

4. Oversees the management and completion of FOI requests with appropriate follow-up, tracking, and delivery of internal response. Ensures adequate trained resources available to meet FOI requirements. Develops policies and procedures for records management to meet HCIS needs ensuring they are aligned with IH policies. Ensures confidentiality of records and acts in accordance with the Freedom of Information and Protection of Privacy Act. Authorizes destruction of records in accordance with Ministry, Interior Health (IH), and HCIS retention policies.

5. Management co-chair for Joint Occupational Health and Safety (OH&S) Committee. Acts as lead contact for health and safety organizations such as WorkSafe BC and OH&S.
6. Assists with space planning and facility management for all HCIS facilities by identifying short- and long-term requirements which support the ongoing development and expansion of HCIS programs and the ongoing coordination of related activities. Is the management contact and leadership related to all facilities management/plant operations for specified HCIS facilities including maintenance, security, parking, equipment, information management/telecommunications, fleet vehicles, logistics, etc.

7. Identifies capital equipment needs and assists with capital project planning in collaboration with the HCIS Management Team, by identifying short- and long-term needs which support the ongoing development and expansion of HCIS programs and related activities. Completes and submits all appropriate documentation related to this process.

8. Contributes to the formulation of the Health Service Area and IH policy and procedures necessary to support program implementation. Participates on various local, regional, and corporate committees and working groups such as Pandemic Planning and Emergency Preparedness as a management or administration representative.

9. Contributes to and coordinates the development of protocol and procedures to identify and mitigate risk in HCIS, in compliance with IH Policies and WCB Regulations. Working with the Manager, Administrative Services, provides project management for the implementation of risk initiatives introduced by the HCIS leadership team or IH.

10. Builds and maintains relationships with managers and staff within IH and other key stakeholders (public and private) for the purpose of coordinating various initiates and projects.

11. Develops, implements, and monitors goals and objectives for assigned area in accordance with strategic direction of HCIS Administrative Services portfolio.

12. Performs other duties as assigned.
 
Qualifications

Education, Training, and Experience
• A Bachelor’s degree in Business Administration from an accredited educational body.
• Five years of recent, related experience, preferably working in a community healthcare environment including a minimum of 2 years management experience or an equivalent combination of education, training, and experience.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:
• Leads Self – self-awareness, demonstrates character
• Engages Others – communicates effectively
• Achieves Results – takes action to implement decisions, assesses & evaluates results
• Develops Coalitions – mobilizes knowledge, demonstrates a commitment to customers & service
• System Transformation – encourages and supports innovation, champions & orchestrates change

Skills and Abilities
• Ability to manage business, administration, and HR functions.
• Ability to manage human, capital, financial, and information resources so organizational objectives are achieved.
• Ability to prepare and analyze financial and statistical information and administrative practices.
• Highly developed interpersonal and communication skills.
• Ability to work with large and small groups.
• Approaches issues and problems from a systems perspective.
• Excellent analytical and problem-solving skills
• Demonstrated ability to lead, coach, and implement change in a dynamic organizational environment.
• Ability to operate related equipment including computer software applications.
• A Class 5 BC Driver’s License.
• Physical ability to perform the duties of the position.

* All postings with a closing date specified close at 11:59 pm PT