Kingston Community Health Centres Program Administrator, Weller Clinic Contract in Kingston, ON

Overview

Kingston Community Health Centres Program Administrator, Weller Clinic Contract in Kingston, ON

Kingston Community Health Centres

Branch Kingston ON CA

Position:
Program Administrator, Weller Clinic
Location:
Kingston, ON

Care and Dental Programs.  Patient intake process. Overall administrative  Coordinates overall program staff scheduling….

Internal Competition: PAWC-2015 Posting Date: July 29, 2015 Closing Date: August 19, 2015

Position: Program Administrator, Weller Clinic Location: Kingston Position Type: Contract (up to 2 years), Full-time (35 hours/week) Start Date: August/September 2015 Pay: $24.22 – $25.46 per hour Position Summary The Program Administrator is responsible for:

 providing overall operational and administrative support to staff and the Manager, Primary Health Care and Dental Programs

 coordinating program support services

 overseeing various office systems

 overall administrative support for staff and the manager related to operations, programs and services

Key Relationships The Program Administrator works closely with and under the supervision of the Manager to monitor the progress of the annual operational plan, quality improvement initiatives, and program budgets. S/he works collaboratively with the multidisciplinary clinic team to support staff and ensure client and community needs are met. Responsibilities

Key Responsibilities Detailed Responsibilities

Oversees various office Oversees: systems  staff scheduling

 medical records management

 Patient intake process

 clinical support services

 compliance with legal and organizational standards

 safety

 ordering supplies

 client service

Program Planning &  Prepares various reports Implementation  Supports the implementation of the operational plan  Supports the implementation of the quality plan

 Assists Manager in preparing and implementing service agreements with other agencies,

 Assists Manager with grant proposals.  Identifies opportunities for potential involvement in new service areas.

Internal Competition: PAWC-2015 Posting Date: July 29, 2015 Closing Date: August 19, 2015

Key Responsibilities Detailed Responsibilities

Overall administrative  Coordinates overall program staff scheduling support for staff and the  Coordinates on call schedule, with physicians from KCHC and manager related to Queen’s Family Health Team operations, programs  Organizes chart audits annually for all clinical care staff and services  Supports team and organization with accreditation

 Implements policies and procedures  Maintains information about program and staff meetings  provides support in research activities  Matches timesheets with scheduling records for Manager approval  Supports human resource processes such as recruitment and

selection, orientation, performance evaluation and training, in coordination with the Human Resources Department

 Continuously updates a plan for backup coverage for all positions for vacation/sick time

 Organizes and documents staff meetings  Provides ongoing daily support to staff regarding operational issues  Updates manager frequently and succinctly on activities and issues

Evaluating programs  Coordinates resources to optimize operational efficiencies and patient delivery satisfaction

 Monitors workload and systems  Collects and monitors program data through client satisfaction

reviews  Ensures relevant data is entered, tracked, and reported, in

collaboration with the manager and quality improvement initiatives,

Finance Support  Monitors operational budgets and variance reports  Authorizes operational expenditures related to small contracts,

expense claims (under $1,000),  Completes purchase orders and invoices  Maintains petty cash  Support the preparation of funding proposals

Developing and  Prepares agenda for program meeting and follow up on tasks maintaining internal  Maintains effective relationship with staff Relationships  Participates in program meetings  Acts as point of contact for staff, clients and community partners

delegated by Manager.  Responds to client concerns  Supports established communication channels and directs staff

concerns and enquiries appropriately

Logistics  Monitors program/clinic supplies/equipment and ensures adequate inventory is on hand.

 Supports safety, including monitoring area for cleanliness, coordinating maintenance and repairs and other facility needs, inspections, etc.

 Monitors staff compliance with required occupational health and safety training

Internal Competition: PAWC-2015 Posting Date: July 29, 2015 Closing Date: August 19, 2015

Basic Education and Experience Requirements Education:

 Post-secondary degree or diploma in relevant discipline. Experience:

 Five years progressive administrative experience in community or health setting, preferably working with health care professionals

 Experience with scheduling and program/clinic coordination.  Experience in office financial applications including budgeting, accounts receivable/payable and

inventory control.  Experience in program/service development, implementation, monitoring and evaluation using a

quality improvement approach. Computer skills:

 Skilled in the use of computers and various software applications including spreadsheets and tracking systems

 Familiarity with electronic scheduling systems

 Experience with electronic medical records

Position Competencies:

 Critical thinking skills  Organizational abilities  Process and systems thinking abilities  Problem solving  interpersonal skills  Communication skills  Team player  Time management  Negotiation skills  Multi-tasking  Attention to details

Organizational Responsibilities

 Complies with all relevant legislation and KCHC policies, including privacy laws

 Supports consistent application of KCHC policies and procedures

 Supports program policy and procedure development

 Maintains competence through continuing training and development

 Supports KCHC’s student and volunteer placement programs

 Promotes awareness of and participation in KCHC activities

Other Competencies

 Demonstrated commitment to continuous learning and quality improvement  Ability to work in a fast paced environment with multiple staff and minimal supervision  French language is an asset  Current and satisfactory Criminal and Vulnerable Persons Check

Application Instructions

 Please include a cover letter clearly outlining how your skills and experiences correspond with the specific job qualifications along with your resume.

Internal Competition: PAWC-2015 Posting Date: July 29, 2015 Closing Date: August 19, 2015

 Save all documents as a single file using your own name (Last, First). A PDF format is preferred.  Email to [email protected] citing reference “PAWC-2015” in the subject line.  Applications must be received by the Human Resources Manager by 4:00 pm, August 19, 2015.

All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical

and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with other staff and clients.

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require an accommodation to fully participate in the hiring process, please

notify the Human Resources Department.

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4 www.KCHC.ca