Coordinator, Systems and Operational Support

KEY FUNCTION:
Supervise clerical staff in community Mental Health and Addictions programs, and oversee building-related issues in leased premises. Work in consultation with Clinical Managers and Team Leaders to ensure effective support by clerical staff and consistent information and communication systems. Establish standards of work and office management practices to promote patient safety and fiscal responsibility.

REPORTING:
Under the general direction of the Operational Lead, Mental Health & Addictions.

DUTIES:
1. Initiate new office systems and actively lead program planning, implementation, and evaluation of new initiatives.
2. Establish systems for recovery of revenue and patient billing related to Health Records’ requests as per organizational policies; monitor revenue streams monthly.
3. Establish and monitor revenue and expenses for leased premises and put practices into place to ensure efficient, cost-effective utilization.
4. Establish systems for parking permits and monitor parking issues and revenue.
5. Establish workload benchmarks for staff and regularly review workload to ensure balance among the clerical team.
6. Monitor adherence to standards of work and oversee audit results.
7. Champion the adoption of evidence-informed care and best practices.
8. Lead in the development and/or revision of all site-specific procedures related to emergency planning and infection control.
9. Ensure all staff follow policies and procedures and bring program/staff into compliance when required.
10. Establish and monitor formal mentorship relationships for students.
11. Develop annual budgets and assume fiscal accountability of the departmental operation according to approved budget.
12. Ensure a safe environment for patients, staff and visitors; investigate, report, debrief and take or direct corrective action as appropriate on incidents.
13. Manage human resources which include: recruitment, selection and training; approve and monitor vacation requests, overtime, payroll, schedules, shift exchanges, staff attendance and return to work issues.
14. Guide, motivate, monitor and supervise staff, develop standards of performance, evaluate performance and make recommendations on disciplinary action if required.
15. Oversee the work of others in compliance with the Occupational Health and Safety Act (OHSA), its regulations, and HSN policies.
16. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
17. Participate in the accreditation process and work to ensure that the program and HSN achieve, maintain and continually improve upon their accredited status.
18. Teach, coach and lead staff in the development and monitoring of quality indicators and improvement initiatives.
19. Engage in and foster professional development of all staff and provide opportunities for learning within budgeted resources.
20. Ensure a safe environment for patients, staff and visitors; investigate report, debrief and take or direct corrective action as required on incidents.
21. Collaborate with internal and external stakeholders/organizations/community groups to achieve program objectives, integrate and link services and foster partnerships across the continuum of service delivery.
22. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
23. Represent the department or program on various committees and in meetings as required.
24. Perform other duties as required.

QUALIFICATIONS
EDUCATION AND TRAINING:
1. Minimum of a two (2) year Diploma in Business Administration, Office Administration, or in a health-related field (e.g. Master of Health and Human Services Management), from an accredited college.
2. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE:
1. Minimum of two (2) years’ experience working in a Medical Office or Outpatient department, preferably within a health care environment.

KNOWLEDGE/SKILLS/ABILITIES:
1. Demonstrated ability to foster relationships with internal and external stakeholders (e.g. patients, staff, and physicians).
2. Demonstrated superior organizational, process improvement, and project management skills.
3. Demonstrated ability to coach, advise and teach others using the principles of adult learning.
4. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
5. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
6. Demonstrated knowledge of relevant legislation and principles of management, hospital committee structure, conflict management and resolution, system needs analysis and organizational assessment.
7. Ability to use tact and discretion in dealing with health care providers and employees.
8. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
9. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
10. Demonstrated superior interpersonal and communication skills, both written and verbal.
11. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY:
1. Demonstrated a strong client service orientation.
2. Demonstrated ability to work independently and within an interdisciplinary health care team.
3. Successful criminal reference check is required for vulnerable sector.
4. Demonstrated commitment to ongoing professional development.
5. Demonstrated professionalism in dealing with confidential and sensitive issues.
6. Demonstrated positive work record and excellent attendance record.
7. Ability to meet the physical and sensory demands of the job.
8. Ability to travel between local sites.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.