Coordinator, Clerical Resources

at  Fraser Health

Salary range: The salary range for this position is CAD $34.67 - $49.83 / hour Why Fraser Health?:
Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including four weeks of vacation to start, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

PROFESSIONAL/TECHNICAL CAPABILITIES

• Demonstrated leadership skills.
• Demonstrated ability to hire and performance manage staff effectively.
• Knowledge of department management processes under collective agreements.
• Ability to work effectively under pressure and with changing priorities and deadlines.
• Demonstrated ability to communicate effectively, both verbally and in writing, including the ability to collaborate within a team environment.
• Ability to work independently and meet deadlines.
• Demonstrated ability to manage, prioritize, problem solve, and organize.
• Demonstrated ability to be effective in an environment subject to continuous change.
• Proficiency in the use of personal computers and applicable software applications.
• Physical ability to perform the duties of the position.

Reporting to the Manager, Clinical Operations, the Coordinator, Clerical Resources is accountable for managing and providing leadership to assigned clerical staff. Oversees and coordinates the daily operation of clerical resources; reviews clerical service models; researches, recommends and implements administrative, operational and technology process changes. Liaises with program staff and physicians to ensure coordination of activities. Monitors assigned section of the operating budget.

Responsibilities:

• Manages, recruits, selects, provides orientation, evaluates, and disciplines assigned staff. Develops and implements appropriate staff development and retention plans. Promotes understanding and cooperation between staff and management; investigates and responds to complaints or grievances; represents the department in third party venues. Conducts performance evaluations for assigned staff at the facility; assesses and identifies ongoing education needs. Initiates terminations; ensures compliance with Human Resources standards and procedures.
• Coordinates the daily operation of clerical resources for the facility. Organizes and oversees work activities; establishes work schedules and priorities to optimize patient flow; monitors, delegates, adjusts and reallocates staff assignments and work schedules. Establishes workload measurement targets and monitors progress and staff productivity. Develops and organizes procedures and work processes to meet facility needs.
• Assesses the level of clerical services provided through the current structure and resource levels. Reviews the structure, functions and staffing models with the facility management team for quality of services provided; researches, recommends and implements process changes in support of work flow and staffing level optimization strategies as required. Participates in the development of business cases in support of program improvement recommendations.
• Researches, evaluates, recommends and implements approved related new and emerging technology; maintains knowledge of current trends and advancements in the field.
• Provides guidance and instruction to employees/students through departmental orientations and in-service presentations.
• Implements and maintains written administrative policies, procedures and processes including occupational health and safety, leave management, education and orientation. Ensures compliance with applicable acts, regulations and collective agreements.
• Develops, contributes and utilizes quality improvement tools by developing standards, conducting audits of clerical processes and compiling statistical data.
• Monitors assigned section of departmental operating budget; reviews expenses and identifies variances. Provides input into the capital equipment budget as required.
• Establishes and maintains effective working relationships, ongoing communications with facility staff and physicians. Serves as the primary liaison on the provision of clerical support services and resources for the facility.
• Develops and maintains a safe and healthy work environment by following Health and Safety standards and practices.
• Schedules and leads clerical staff meetings; attends other departmental meetings as required.
• Participates on assigned Fraser Health committees; chairs and/or leads discussion as requested. Prepares status reports and provides updates to stakeholders and/or develops recommendations on follow up action to be taken. Implements approved recommendations.
• Ensures the Manager is informed of and aware of significant events and activities in the functional area of responsibility.

Qualifications: Education and Experience
Graduation from a two year diploma program in Business Administration, Human Resource Management or related field of study. Three (3) to five (5) years of recent related business/human resources experience inclusive of two (2) years leadership/supervisory experience in a large, complex healthcare organization, or an equivalent combination of education, training and experience.
Competencies
Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.