Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient 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.  

Under the direction of the Director, Regional Programs the Program Coordinator, FPS Provincial Programs provides administrative and secretarial support for pre-sentence referrals, Forensic Sex Offender Program, and Housing Management initiatives. The Program Coordinator receives and screens referrals to check for missing information and assigns referrals to various clinicians in compliance with process, protocols, and timelines. Works with Regional Clinic Leads to assign assessments to prioritize work and coordinate workflow through organizing schedules, using established criteria, and establishing and maintaining clinician availability calendar. The position attends, schedules, and organizes meetings to take minutes, create agendas, and follow up on action items.

Duties/Accountabilities:

1. Receives and screens pre-sentence referrals, court ordered assessment referrals, and Forensic Sex Offender Program referrals by reviewing documents, checking for completeness, obtain missing information and liaising with probation, legal services, court registry and Crown Counsel to ensure the legal documents within the referral packages are complete and ready to be assigned to the clinician in compliance with process, protocols, and the established Blackwell MOU.
2. Works with the Regional Clinic Leads to prioritize work and coordinate workflow of pre-sentence and court ordered assessments by methods such as establishing and maintaining clinician availability calendar, organizing schedules and assigning assessments utilizing established criteria such as recording assessor professional designation, type of court order, and location.
3. Creates, compiles, and tracks documents such as program evaluation, research data, general reports, volume of referrals, number of intakes and groups by drafting accurate and well formatted documents using various word processing and spreadsheets, enters and collects data, and compiles relevant statistical information and reports to support the Regional Clinical Managers to make decisions about the Forensic Sex Offender referrals and sex offender groups. Organizing and drafting operating procedures as directed.
4. Maintains housing data, records needs, and communicates gaps in housing occupancy to the Regional Clinic Manager to assist with decision making. Works with regional clinic staff and community housing partners to collate housing client tracking information to support provincial case management and housing management by maintaining provincial housing statistics, tracking data and metrics, and reporting to Ministry of Health.
5. Participates in committees and working groups related to court assessments, provincial forensic sex offender program and housing initiatives to provide administrative support and follows up on actions items as required in order to meet the goals and objectives of the Regional Clinic Programs.
6. Attends, schedules and coordinates a variety of meetings, in-services and other events by creating well-defined and timely agendas, identifying of and notifying all relevant parties, compiling background information and supporting materials, preparing packages/summary documents to assist in meeting facilitation. Takes minutes at meetings, drafts for approval and distributes as required.
7. Performs other related duties as assigned.
   
   

Qualifications:

Education, Training and Experience

• Grade 12, graduation from a recognized secretarial program including a recognized course in medical transcription and five years' recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.
  
  

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to supervise.
• Ability to organize work.
• Ability to operate related equipment.