MANAGER, ADMINISTRATIVE SERVICES - Jobs in Penticton, BC

Job Description

Job title :MANAGER, ADMINISTRATIVE SERVICESCommunity :PENTICTONFacility :PENTICTON HEALTH CENTREStatus :PERMANENT FULL TIMEPosition SummaryLocated in beautiful Penticton, you will definitely love where you live, work and play!Join our team as Manager, Administrative Services.About the role:The Manager, Administrative Services is responsible for planning, organizing, monitoring and evaluating administrative supports and resources for Clinical Operations programs and services including Home Health, Public Health, Mental Health & Substance Use, Chronic Disease Management, Allied Health, Aboriginal Health, Community Hospitals and Primary Care across urban, rural and remote sites with a diverse team of administrative professionals. As a member of the Clinical Operations team, the Manager participates in the development of strategic and operational plans within the portfolio. Ensures the fiscal, technological, physical and human resources meet the operational needs of the programs and services it serves. Collaborates with other administrative services portfolios to set administrative standards, policies and processes for consistency across Clinical Operations. Manages financial, human resource, information and issue management including developing, implementing and providing ongoing evaluation of administrative structures, processes and procedures.TYPICAL DUTIES AND RESPONSIBILITIES:1. Manages within an operating model that consolidates support and central functions to serve the community programs and clinical operations. Develops and determines priorities for administrative and program support services to meet needs within the context of changing environments, including SCSP, PCN, Central Functions or Central Intake models of support.2. Manages multidisciplinary teams for multiple extensive Community program across urban, rural and remote geography and/or IH including direct client care services.3. Manages staff including recruitment, selection, orientation, staff development, collective agreement administration, grievances, performance management, and termination. Develops and manages essential services plans and work disputes.4. Consults, develops and contributes to the formulation of Clinical Operations and IHA policy and procedures necessary to support program implementation and operations. Participates on various committees and working groups as a management or administration representative. Builds and maintains relationships with management and staff within Interior Health and other key stakeholders (public and private) for the purpose of negotiating and coordinating various initiatives and projects.5. Determines and identifies material, spatial, technological, and financial resources required for the delivery of services including the development of service level agreements.6. Develops and recommends resource allocation and multi-program administration budgets, monitors budgets and expenditures and analyses variance reports. Prepares written proposals for program funding, capital investments and Ministry initiatives. Manages service contracts where applicable.7. Leads and participates in quality improvement initiatives to promote a culture of continuous and data-driven quality improvement.8. Supports appropriate, timely, and safe biological and medication storage for IH community sites in consultation with clinical staff and Pharmacy Services, and in alignment with IH policies/procedures.9. Consults and provides expertise, recommendations and support to DoFP, FNHSO’s and/or other groups as requested to support the ongoing creation of Coordinates facility needs with Capital Planning or Leasing for renovations, new builds, and/or site consolidation projects. Negotiate contracts and agreements with contractors and vendors. Manages space-planning requests against competing priorities and in collaboration with clinical leaders.10. Plans, develops, implements, and monitors information systems/software needs by performing duties such as reviewing current administrative business processes/procedures; completing current state analyses; gathering data utilizing applicable software packages; auditing systems/software to ensure data quality standards are achieved and providing input on the potential implementation impact to current business processes/procedures.11. Participates in the development of provincial Panorama system training and resources. In consultation with IMIT teams and other stakeholders, identifies and implements system pilots and virtual care initiatives. Provides support and coordination to improve office efficiencies and clinical workflow efficiencies through the optimized use of Electronic Medical Records (EMR). Assists in the coordination of patient attachment supported by Healthlink BC based on the individual needs of clinic practices.12. Oversees inventory management and ordering decisions, and ensures supplies, stock, materials, packages, and/or products are processed through the delivery and/or warehouse system or manually for efficiency and safety of products while maintaining sterility as required. Adheres to Infection Control guidelines.13. Develops policies and procedures for records/file management to meet Community Health and External partner needs, ensuring they are aligned with Interior Health and Ministry policies including off-site management, legal interpretation and fees.14. Manages and coordinates a pool of fleet vehicles per geographical area including budget management, safety equipment provisions, maintenance, disposal through BC Auction, licensing, accident management, and identifies and recommends replacement/purchasing of new fleet.15. Coordinates and participates in quality improvement initiatives, risk management, Patient Safety Learning System/Health & Safety Management System and occupational health and safety programs related to the Portfolio.16. Utilizes the system performance management framework for administrative services and supports establish appropriate measurements and develop dashboard/platform.17. Manages IH Safety Line Program and Lifeline Program.18. Participates in the provision of manager on-call coverage within the defined on-call group.19. Performs other related duties as assigned.Qualifications

• A Bachelor’s degree in Business Administration or a related field.
• A minimum of five years of healthcare business experience in a complex, multi-disciplinary organizational environment.
• Or an equivalent combination of education, training, and experience
• Experience in a healthcare role, particularly related to clinical workflow processing using EMRs and virtual care strategies, is an asset.
• Experience in project management, business analysis, change management, LEAN management and practice change management initiatives is an asset.

LEADS CapabilitiesDemonstrates all LEADS Capabilities, in particular:

• Leads Self/Cultural Agility – self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy – fosters the development of others, communicates effectively, builds effective teams, listens with heart rather than reacting
• Achieves Results/Process Orientation – takes action to implement decisions, assesses & evaluates results, follows culturally respectful processes that also produce results
• Develops Coalitions/Building a Trust-Based Relationship – builds partnerships & networks to create results, demonstrates a commitment to customers & service, navigates socio-political environments, building personal relationships in addition to professional ones, participating in open exchanges of experiences and culture
• System Transformation/Credible Champion – demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships, shows courage and conviction in advocating for change for the betterment of Aboriginal people.

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, analyze financial, statistical information and administrative practices.
• Ability to effectively lead staff in a highly dynamic and changing environment.
• Ability to see issues from a systems perspective.
• Highly developed interpersonal and communication skills. Ability to work with both large and small groups.
• Ability to lead and coach staff and champion innovation.
• Demonstrated ability to plan and develop proposals and manage projects.
• Excellent analytical and problem solving skills, familiarity in working within a context of principle and value driven practice.
• Ability to operate related equipment including computer software applications.
• Physical ability to perform the duties of this position