Manager, Administrative Services

Position Summary

About the role:

In accordance with the established vision and values of the organization, 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.

Some of the Benefits of Joining Interior Health:

An attractive remuneration package and excellent career prospects awaits the right candidate. In addition to a competitive wage, we offer Medical, Dental and Extended Health coverage and paid annual vacation starting at 4 weeks (20 days) up to a maximum of 7 weeks (35 days). We also offer an attractive defined employee pension plan, disability and life insurance, and options for maternity &/or paternity leave top-up.

Some Key Duties may include:

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.


Make a difference. Love your work. Apply today!

Qualifications

Education, Training, and Experience:

• 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.


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

Comments

Starting salary is approximately from $77,800 to $87,500 and will be based on education, training and experience.

This posting is covered by the Provincial Health Officer’s mandatory COVID-19 vaccination orders and selected applicant(s) must comply.

Interior Health now offers assistance from an Aboriginal Employment Advisor. If you self-identify as Aboriginal (First Nations, Métis or Inuit) and if you would like assistance with internal career exploration, send your question via email to AboriginalEmployment@interiorhealth.ca to be redirected to the Employment Advisor. We invite applicants to self-identify as First nations, Métis, or Inuit within cover letters and/or resumes.

Competition #:

01749856

Employee Type:

PERMANENT FULL TIME

Bargaining Unit:

NON-CONTRACT

Facility:

KELOWNA CHSC

Location:

Kelowna

Department:

KEC PRIMARY CARE ADMIN

Reports To:

DIRECTOR (OR DESIGNATE)

Close Date:

OPEN UNTIL FILLED

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