BC Women’s Hospital & Health Centre (BCW) is the only facility in British Columbia devoted primarily to the health of women, newborns and families. It provides a broad range of specialized women’s health services that address the health needs of women of all ages and backgrounds. BC Women’s is one of the largest maternity facilities in Canada, with over 7,000 births a year, and is both the major primary and secondary maternity services provider in the Lower Mainland and the cornerstone of the provincial tertiary care system. As an academic health centre BCW’s mandate includes providing strong leadership in research and the education and professional development of health care professionals in areas related to the health of the populations we serve.
BC Children's Hospital (BCCH) cares for the province's most acutely ill or injured children and youth, provides developmental and rehabilitation services to children and youth throughout BC, and offers a broad range of health services. Sunny Hill Health Centre for Children (SHHC), a leading provincial facility offering specialized services to children and youth with developmental disabilities from birth to age 19, works collaboratively with BCCH. SHHC focuses on the child and their family while supporting health care professionals in their community. BCCH also operates a wide number of specialized health programs, is a leading acute care teaching facility, and conducts research to advance health and care through the Child and Family Research Institute and in partnership with the University of British Columbia.
BCW and BCCH are agencies of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose
Children's & Women's Health Centre
Coordinator, Administration and Volunteer Resources (Auxiliaries)
Regular Full-time (1.00 FTE)
Start Date: December 18, 2017
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, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the, Manager, Volunteer Services the Coordinator, is responsible for reception duties and providing administrative support to the Manager, Volunteer Services and to the Auxiliaries for BC Children’s Hospital, and BC Women’s Hospital. The position is also responsible for the day-to-day maintenance, scheduling and administration of volunteer service programs including recruitment, training and supervision of volunteers. The Coordinator manages the daily operations for the patient support and/or service programs including monitoring revenue and expenses and developing buying plans. The Coordinator assists the Manager, Volunteer Services in the promotion and implementation of volunteer services internally and in the community.
Answers all incoming enquiries and responds to requests for general information, donations, and volunteer reassignment and schedule changes.
Schedules committee meetings for Auxiliaries and other committees as requested. Ensures collation, printing and distribution of reports.
Opens, directs and/or reads routine mail/messages to ensure prompt response by appropriate parties. Provides and/or acquires supporting documentation, and composes and signs routine correspondence.
Monitors and orders stationary and office supplies, maintains filing system, and creates and monitors department appointments, meetings, and presentations.
Maintains volunteer database and records such as spreadsheets, schedules, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collects Auxiliary membership dues, issues receipt and maintains records for auditing purposes.
Maintains and manages department petty cash allocations including expenditures and reimbursement requests and reports to PHSA. Acts as signing authority on behalf of the department for routine expenditures. Assists with budget development, monitors expenditures and reports on variances.
Provides support to Hospital by screening applicants, conducting interviews and reference checks and selecting appropriate individuals for volunteer assignments. Provides orientation and training to volunteers, ensuring criminal records check compliance and completion of PHSA Privacy training. Supervises volunteers, monitors performance, follows up on any issues or concerns and take appropriate disciplinary action.
Maintains and updates volunteer schedules, and manages volunteer coverage by staffing Auxiliary Gift Shops with on-call volunteers as required. Provides monthly reports regarding attendance and absenteeism.
Manages the daily operations within the designated volunteer check- in stations, ensuring that volunteer vests, name tags and identification are prepared and available for all volunteers.
Manages all bookings, and monitors and tracks revenues received from the site- wide Vendor Program.
Works with Manager, Volunteer Services to ensure services provided by volunteers are meeting established objectives and outcomes.
Assists Managers in developing the budget for their specific program area by reviewing anticipated expenditures, and providing recommendations.
Communicates with volunteers to ensure they are kept up-to-date on procedural and program changes through newsletters, memos, emails and meetings.
Reviews and recommends new and updated volunteer job descriptions, procedures and guidelines within volunteer services.
Plans and implements volunteer recognition events and activities which are appropriate to each demographic. Responds to requests for references and provides letters of confirmation validating volunteer hours, assignments and activities.
Manages a variety of donor relationships for in-kind and monetary contributions, and works closely with the Hospital foundations to determine appropriate donor stewardship.
A level of education, training, and experience equivalent to a Diploma in a related field supplemented by course work in advanced word processing, spreadsheet and database applications, and two years of related experience including at least one year of experience supervising volunteers in a health care setting.
Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities. Demonstrated ability to exercise good judgment, plan and organization. Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries. Demonstrated ability to supervise and provide guidance and direction to others. Ability to work as a team member in a cooperative and supportive manner. Ability to interact with a variety of people and personalities and to provide motivation and encouragement to volunteers. Demonstrated teaching skills. Ability to take initiative and work with minimal supervision. Physical ability to perform the duties of the job.
We invite you to apply by clicking the "Apply Online Now" button where you can register for the first time or enter your Username and Password in order to re-access your profile on our system.
***Employees of PHSA must apply via the "Internal Application Process" . Current PHSA staff who apply to this posting using this external site will be considered with other external candidates. Seniority will not apply.***
Please visit internaljobs.phsa.ca to register your internal profile and apply online for internal jobs. If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk firstname.lastname@example.org
Internal competition closes November 17, 2017. Internal applications received after this date will be considered as late applications.
Applications will be accepted until the position is filled.
For more information about the Agency that you are interested in, please visit the website at: www.bcchildrens.ca orwww.bcwomens.ca
PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.