Administrative Coordinator, Review Board and

6 months ago

Port Coquitlam, Canada PHSA Full time

**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.

The Administrative Coordinator performs a variety of administrative and secretarial support services for the Director, Manager, and Review Board Service team such as tracking annual hearing dates and dispositions within legislated time frames; scheduling appointments; coordinating meetings, in-services and other events including those related to hospital admissions and transitions; screening and prioritizing items for the attention of the Manager/Director; liaising with the Registrar of the Review Board for clarification on administrative matters; producing a variety of accurate and well-designed documents; and maintaining readily accessible information files and archives in accordance with established policies, standards and procedures.

**Duties/Accountabilities**:
1. Assists with the coordination of administrative functions associated with the BC Review Board within legislated time frames by tracking annual hearing dates and dispositions; maintaining schedule of psychiatrists’ and Review Board Liaison availability for hearings; scheduling pre-board conferences and notifying hospital personnel; communicating with Review Board personnel, Crown Attorney and patient counsel as required; and reviewing documentation to ensure accuracy.

2. Assists the Review Board Services team in liaising with the Registrar of the Review Board for clarification on administrative matters concerning specific cases and hearings such as scheduling of hearings, notifications, and release of exhibits. Identifies issues of potential concern or focus and notifies Manager as necessary and as per established guidelines.

3. Performs secretarial and administrative duties such as managing the calendar of the Director, Access, Transitions and Forensic Clinical Risk by determining urgency of meeting request and arranging and rearranging meetings and appointments to resolve time conflicts Receives queries, both verbal and written, and prioritizes for the Director’s attention.

4. Coordinates meetings ensuring well-defined and timely agendas, identification of and notification to all relevant parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation. Takes minutes at meetings, drafts for approval and distributes as required.

6. Schedules and coordinates departmental meetings, in-services and other events as directed and participates in committees, including those related to hospital admissions and transitions, team meetings, task groups, continuing education, conferences, and/or corporate initiatives to provide administrative support as required in order to meet the goals and objectives of the Forensic Psychiatric Hospital.

7. Performs other related duties as assigned.

**Qualifications**:
Education, Training and Experience

Graduation from a recognized Paralegal diploma program or a Bachelor’s degree in Legal Studies or Criminology plus three (3) years recent, related experience working in a legal and/or mental health setting or an equivalent combination education, training and experience.

Skills and Abilities
- Broad knowledge of the BC Criminal Code Review Board and Provincial court system
- Broad knowledge of the relevant sections of the Criminal Code, BC Mental Health Act, FOIPPA, and applicable case law.
- 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.

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