Administrative Manager, Support Services Aides

Administrative Manager, Support Services Aides

Children's & Women's Health Center

Vancouver, BC

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic directions 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 Manager, Clinical Services, the Administrative Manager functions as a member of the management team and provides leadership to staff within the Support Services Aide (SSA) functions across the programs.

The Administrative Manager is responsible for a variety of administrative and operational functions related to the operations of programs at BC Children’s and Women’s.

This role interacts regularly with the Senior Leadership and Managers and functions as a resource regarding service needs, service delivery, labour forecasting, and operational activities related to the centralized SSA functions.

This role provides strategic planning and change management support, assesses trends, and identifies opportunities for new business developments and business process redesign that optimize resource use and overall continuous quality improvement across programs and support BC Children’s and Women’s strategic direction.

The Administrative Manager assists with and guides budget preparation and analysis and monitors, tracks, and analyzes the performance of business process redesign and quality and utilization enhancement / improvement initiatives.

This role communicates with Finance, Human Resources, Payroll, and various departments as required to support the SSA functions across the programs.

What you’ll do

• Provides leadership and guidance to designated staff, using effective management techniques, such as coaching, mentoring, skills and leadership development, and performance management, to support the achievement of required outcomes and ensure adherence to accreditation, regulatory, and safety standards.
• Acts as a resource across the programs by providing guidance to leadership across the site regarding staffing, policies and procedures, business processes, and clinical information system navigation related to the SSA functions.

Provides support to the development of the business plan and its implementation, ongoing monitoring, and revision to facilitate alignment with the strategic directions of the organization.

Provides strategic planning and change management support of the centralized SSA functions by leading and performing workflow and workload efficiency analyses, data gathering, and analyzing, drafting, proposing, and implementing new or updated workflows and processes.

This includes identifying operational inefficiencies, priorities, business efficiency function improvements and remediation strategies and ensuring communication of new and changed workflows, procedures, and policies to staff and relevant parties.

• Develops, maintains, proposes and SSA processes, policies, procedures, and reference documentation related to patient care area and clinical workflows to ensure the effectiveness of remediation processes and patient data quality assurance.
• This includes reviewing existing processes, policies, and procedures; gathering input; identifying gaps and areas requiring change;

and ensuring compliance with accreditation, regulatory and safety requirements, and standards. Coordinates clinical service delivery in conjunction with SSA workflows and makes changes as required.

• Provides guidance to leadership regarding workforce planning by identifying trends and opportunities, analyzing, and forecasting labour needs, analyzing outcome data, and providing input and / or recommendations to regarding staffing, workforce improvement and redesign to support operational needs and priorities.
• Conducts random and daily audits of the workflows and processes, correcting errors, reporting on trends / issues encountered, developing, and enhancing audit tools and reports and indicators, and preparing statistical reports to ensure and maintain quality of patient data.
• Authorizes timesheets and overtime and reviews rotations for designated areas to ensure staff are correct and appropriately coded.

Participates in staffing decisions related to recruitment, retention, discipline, and termination.

Investigates work and staff issues and conducts first-level performance management. Escalates complex discipline issues to Manager.

Participates in the management of grievances and labour relations matters in conjunction with the Manager and Human Resources, including Step One of the grievance process and attendance of Labour / Management meetings as the management representative when necessary.

May attend troubleshooting meetings or arbitrations relating to unresolved grievances.

• Applies LEAN project methodology to contribute to business process re-design and improvement and other quality initiatives for the SSA functions across the programs and facilitates implementation of approved modifications to ensure optimal use of organizational resources and safe delivery of patient care.
• Provides input into budget development, monitors budget and expenditures, and performs variance analysis and statistical reporting as required.

Authorizes budget expenditure, expense reimbursements and invoices up to a pre-determined limit. Orders supplies and equipment as required.

Completes and submits e-forms related to postings, new hires, transfers, leaves and resignations. Liaises with Finance, Payroll and Human Resources as necessary.

What you bring

Qualifications

• A level of education, training, and experience equivalent to a Bachelor’s degree in Business Administration, Health Administration, Health Sciences, or a related discipline, plus a minimum of five (5) years’ recent, related experience in a healthcare environment, including two (2) years’ leadership / supervisory experience.
• Proven leadership experience in a management role including successful management of staff in a unionized environment.

Ability to apply critical thinking and analysis of operational problems and recommend innovative solutions. Demonstrated capability of maintaining high level of problem solving and decision-making skills.

Excellent oral and written communication skills with the ability to communicate effectively and tactfully with individuals at all levels, both internal and external to PHSA, BC Cancer, Medical Affairs and UBC.

Ability to work independently as well as collaborate in a team setting to accomplish work objectives. Ability to plan, organize, coordinate, prioritize and meet deadlines.

Demonstrated ability to use related software and technology, including Microsoft Office Suite.

Skills & Knowledge

• Demonstrated knowledge and understanding of legislative obligations and provincial commitments found in the foundational documents - including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan : A First Nations Case Study - and how they intersect across the health care system.
• Supports team members on their ongoing learning journey, ensuring education strategy for team / department to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety at a practical level.
• Ensure integration of the legislative obligations and provincial commitments into policies, procedures and programs prior to engaging IH teams / departments.
• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have : Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future.

That’s why we’re focused on your care too offering health, wellness, development programs to support you at work and at home.

• Join one of BC’s largest employers with province-wide programs, services and operations offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Salary Range : $74,618 - $107,264 / 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 : 4500 Oak St, Vancouver, BC V6H 3N1

Closing date : Applications accepted until position is filled

Hours of Work : 0700-1500 (Monday to Friday)

Requisition # 167866E

As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.

What we do

The Provincial Health Services Authority () plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province.

Our values reflect our commitment to excellence and include : Respect people Be compassionate Dare to innovate Cultivate partnerships Serve with purpose.

Learn more about PHSA and our programs :

PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems.

PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and / or persistently marginalized groups identified under the

One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level.

We welcome Indigenous individuals to apply and / or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples.

These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities.

PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan : A First Nations Case Study.