Salary Range: $69,218-$99,501/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

 

Location: This position is required to be on site.

Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Clinical Operations Manager, the Management Support Coordinator works closely with the management team to enhance the program’s administrative processes and optimize the human and financial resource utilization within the portfolio. Acts as a delegate on behalf of the Manager coordinating the completion of processes and transactional activities related to human capital and financial resource management, and ensures consistent application of directives from Human Resources, Finance or other organizational service areas. Coordinates employee onboarding and orientation, collaborates with Human Resources teams to develop and optimize staff scheduling, Occupational Health and Safety (OH&S) compliance, and prepares reports, analysis, and background information supporting the Manager with performance management and employee attendance. Conducts benchmarking analysis on human capital and financial resource utilization, patient/client care productive hours and work load activity. Prepares analysis and recommendations for the Manager and leadership team including human and financial resource metrics, such as overtime and vacancy rates, to drive informed decision-making. Acts as a point of contact and liaises with Human Resources, Finance, Facilities, IMIT and other organizational partners to exchange information and represent the interests of the
program.

Duties/Accountabilities:

• Collaborates with Clinical Operations Manager and clinical/medical leaders in the development of the annual operating plan, and in relation to human and financial resource utilization, staffing of patient care services, and workload activity.
• Conducts complex analysis on historical, current, projected operational requirements to support effective program administration; monitors and explains variances from current plan and informs the development of forecast plans.
• As delegated by the Manager, provides leadership and coordination of recruitment activities, generating recruitment requests, coordinating the posting process with Talent Acquisition, collecting and performing initial screening.
• Coordinates recruitment efforts and initiatives with Talent Acquisition tracks progress, coordinates interviews and selection processes and facilitating letters of offer.
• Coordinates and facilitates the onboarding process for new staff, ensuring a smooth transition into the program and organization.
• Plans and coordinates staff orientation programs in partnership with the Manager and program clinical leaders to introduce new hires to the program’s policies, procedures, and orientation modules, and ensures related documentation is completed and maintained.
• Collaborates with Human Resources departments to optimize staff scheduling and rotations, ensuring adequate coverage while minimizing overtime costs.
• Supports the implementation and maintenance of Occupational Health & Safety (OH&S) guidelines and standards and ensures related documentation is completed and maintained.
• As delegated by the Manager, conducts and documents incident investigations, safety learning system reviews, and quality reviews as required.
• Regularly analyzes human resource metrics such as overtime, vacancies, relief and staffing ratios to identify trends, and collaborates with Human Resources teams to make recommendations for staffing optimization and areas of improvement.
• Supports employee attendance programs by reviewing and documenting relevant information and works with the Manager to coordinate employee conversations, and engages with Human Resources and union representatives as required and in accordance with policies and procedures.
• As delegated, reviews and compiles relevant background information and coordinates the scheduling of performance management meetings, including performance reviews and employee development plans on behalf of the Manager; and involves Human Resources, clinical/medical leaders, and union representatives in accordance with policies and procedures.
• Supports the Manager in developing and implementing processes and operating procedures for addressing performance concerns and assists in resolving employee issues in alignment with organizational Professional Practice and Human Resources policies.
• Supports the Manager in optimizing allocation of financial resources by generating financial and statistical reports from applicable systems, monitors expenditures and reports variances, and provides recommendations and input to the Manager for developing program budgets.
• Identifies operational inefficiencies in transactional workflows and administrative functions and recommends and implements process improvements.
• Carries out responsibilities in accordance with health and safety requirements. Immediately responds and coordinates correction to unsafe situations, involving others as appropriate.
• Identifies and carries out system improvements to promote a safe patient care and work environment.
• Supports projects and performs other related duties as assigned by the Manager.
  
  

Qualifications:

• Graduation from a recognized diploma or degree program in business administration, health administration or a related field, plus three (3) years recent, related experience in a complex health care environment with progressively more responsible experience in administration, information analysis and benchmarking, human resources or an equivalent combination of education, training and experience.
  
  

ROLE SPECIFIC EXPERTISE:

• Develops and maintains strong relationships with key internal and external partners to promote and enhance services provided with sensitivity to diversity and indigenous cultural safety.
• Practices the recognition, inclusion and support of all types and aspects of diversity at all stages of engagement, with an understanding of the issues faced by people from equity deserving groups.
• Strong communication and interpersonal skills, with the ability to effectively interact with partners at all levels of the organization.
• Demonstrated negotiation and diplomacy skills combined with a knack for engaging and empowering interested parties.
• Familiarity with healthcare regulations, OH&S standards, and HR best practices.
• Exceptional organizational and administrative skills and experience with workforce management software and HR information systems.
• Proficiency in HR and financial metrics analysis and reporting.