Administrative Coordinator

Exceptional Care–Exceptional People

The Brant Community Healthcare System is a two site Community Hospital located in Brantford and Paris, Ontario.

• The Brantford General is an acute care hospital
• The Willett in Paris is an urgent care centre and transitional beds
  
  

By choosing to work at Brant Community Healthcare System (BCHS), you are joining an organization with more than 130 years of making a positive difference in the lives of the people we serve throughout our communities. We value Care, Accountability, Respect and Equity, and we are working together to build a healthier community!

Why Choose BCHS?

• Tuition Reimbursement (Centralized Education Fund)
• HOOPP Pension Plan
• Predictable work locations
• Discounted onsite parking (no shuttles or waiting lists)
• Support 24/7- you’re not on your own (managers on call, physicians, allied health and support staff).
• Wellness matters, our Employee Assistance program is free and confidential to all employees and family members.
• Ongoing infection and prevention control measures, education, appropriate PPE and support available to all employees.
  
  

Position Summary

As an integral member of the administrative team you provide administrative support to the Clinical Directors including: providing administrative support including coordinating and maintaining schedules, organizing and planning meetings/events, minute taking and agenda creation and, correspondence and answering inquiries. Act as a resource for the Clinical Directors and a communication link for information within the respective programs.

In addition, as document administrator, you will be an integral role in the quality management of the document control system for the Brant Community Healthcare System (BCHS). In this role as the expert in the document management software, you will have oversight of adherence to the document management framework which will promote standardization and sustainability thus achieving mitigation of risk throughout the organization as it relates to document control.

Responsibilities

• Assist Clinical Directors with daily calendars and meeting requests
• Assist with requests and inquiries from a variety of internal and external sources and takes appropriate action based on nature and urgency
• Responsible for office equipment maintenance and safety (i.e. fax machine, printers, computer)
• Prepare and distribute documents as required
• Exercise good judgment in dealing with confidential matters, refers callers and visitors to appropriate areas or seeks assistance when request is outside his/her authority
• Works independently with minimal supervision
• Schedules, coordinates and gathers information for presentation at various committees, workshops and appointments that involve outside agencies, consultants and hospital personnel (department heads, staff) Ensures follow-up services are provided in a timely manner
• Established work priorities to ensure efficient workflow and meeting of deadlines.
• Works under pressure of deadlines with minimal supervision
• Continual re-prioritizing of workload to meet demands of service
• Develops and distributes various announcements, flyers and notices for various clinical departments
• Maintains full inventory of supplies for Clinical Directors
• Schedule Performance Appraisals as required
• Completing survey evaluations as requested including but not limited to Orientation evaluations (bi monthly), skills building sessions, any surveys requested by managers etc.)
• Assists with filing and general office organization when needed
• Assists with expense statements
• Assists with preparation of yearly capital request spreadsheet
• Onboarding of new managers – office set up, meeting set up, key requests, passwords etc.
• Uploading clinical leader on call schedule and documents
• Scheduling and coordinating IT support and room bookings for OTN, videoconferencing and Webinars
• Creating power point / visio presentations as required
• Creating and sending hospital wide email memorandums
• Arrange for pre-screen and full interviews by contacting candidate, coordinating schedules, booking zoom
• Responsible for the payroll of: Clinical Directors, Clinical Managers, Clinical Educators, Indigenous Navigators, Nurse Led Outreach Team payroll, Infection Control Department, Pharmacy Department, Any additional payroll as required (ie: IEN coordinators)
• Create and maintain leader on call schedules, daily attendance schedules for payroll
• Create and maintain leader lieu time spreadsheets in coordination with rules laid out by CHRO and payroll
• Committees Management – Daily, Weekly, Monthly, Bi-Monthly attends or not attends but provide: typing of Minutes, Agenda, Coordinates Meeting Rooms, Meeting dates as required at the Following
• Develops/drafts and distributes agendas
• Compiles, generates, organizes and distributes supporting materials necessary to assist in meeting discussions.
• Composes and distributes minutes and reports.
• Provides follow-up on items going to and from the various committees to ensure that action required/requested is taken forward and communication is current.
• Maintains updated membership listings including members titles and departments and Terms of Reference on all above noted committees
• Interacts with committee members and other hospital personnel as needs arise and for information sharing purposes.
• Acts on all requests e.g., composes correspondence, gathers information, contacts and arranges guest attendance, schedules and ensures notification of special meetings or cancellations updates documents and notifies personnel of action(s) required by them on issues discussed.
• Develops schedules, books meeting rooms and arranges audio-visual equipment/materials as needed.
• Update BCHS document management policy and procedure as required
• Ensures organizational structure in Paradigm is maintained
• Ensures all policies to follow approved template, policies that have not been reviewed since the implementation of the Paradigm software will be reviewed, updated or withdrawn over the next 18-24 months
• Maintain the standardization of the issuing authority for policies in alignment with current leadership structure at BCHS
• Assist in the development of standardized templates e.g. toolkits, patient information booklets etc.
• To ensure version control and reference back to original policy is maintained. Standard process should utilize the internal para links option for appendices where the standard policy template header cannot be used (i.e. a poster, algorithm, etc.)
• Engage leaders on a risk mitigation strategy to remove policies, guidelines, forms and algorithms that are stored and accessed outside of the document management system
• Support the Risk & Quality team with the retrieval of documents required for litigation or quality care reviews
• Assume responsibility for maintaining the document control downtime process
• Meet with new leaders within the onboarding purview to provide DOCS training
• Ensure that the training module for leaders is current and accessible
• Provide administrative guidance on the updated documented management process and software
• Implement and monitor document management dashboard / quality assurance audits and reports and escalate areas of concern as needed
• Serve as a liaison with the software vendor for trouble shooting, software updates, requested customizations within the system
• Spearhead future phases of optimization of the software in order to fully leverage the capability of the software
• Provide presentations on the Document Management System periodically to ensure that leadership is informed of both progress and identified opportunities for improvement
  
  

Educational Requirements

• Secondary School Diploma
• Successful completion of a degree or diploma in Human Resources Management, Life Sciences or Business Administration.
  
  

Mandatory Qualifications

• Current 2-3 years of related work experience, preferably within an administrative environment
• Experience in document management, committee management, office management and payroll
• Proficient knowledge of Microsoft Office including knowledge base in Word, Power Point, Excel, Microsoft Outlook, Visio, Interne, Survey Monkey and Adobe.
• Medical Terminology I & II, General understanding of the mechanics of office machines (i.e. fax machine, printers, multi- task telephones, photocopiers, computers)
• Constantly practices excellent communication and interpersonal skills to courteously screen and respond, in a pleasant manner, to telephone, in person and email inquiries from internal and external sources.
  
  

Mandatory Competencies

• Strong critical thinking skills
• Reliable and dependable individual with proven record of excellent attendance and flexibility
• Proven ability to multitask and organize workload in a fast-paced, constantly changing environment
• Knowledge of chart assembling, ordering and dismantling
• Excellent interpersonal, and time management skills
• Demonstrated exemplary communication skills with all levels of personnel, patients and families
  
  

Primary Responsibilities Also Include

Safety (patient, worker & workplace) is a BCHS Corporate Priority. The successful applicant will demonstrate good stewardship in the identification, reporting and mitigation of unsafe acts or conditions.

The Brant Community Healthcare System (BCHS) is an equal opportunity employer, committed to employment equity and diversity in the workplace. We welcome applications from women, members of racialized groups, visible minorities, Indigenous persons, persons with disabilities, persons of all sexual orientation and persons of any gender identity or gender expression.

To ensure there is equal opportunity during the recruitment and selection process, BCHS provides accommodation for applicants with disabilities upon request.