Supervisor Program and Data Administration

4 days ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**
Reporting to Manager, Data & Technical Support, is responsible for supervising and coordinating program administrative staff and ensuring appropriate levels of administrative support; supervising data entry into the integrated Public Health Information System (iPHIS), and Case and Contact Management (CCM) to ensure timely and accurate data entry and information gathering. Supports the overall data quality improvement; identifies and fixes data quality issues related to appropriate systems.

**MAJOR RESPONSIBILITIES**
- Supervises data entry administrative staff; establishes and ensures appropriate service levels to meet time line demands; assesses related resourcing needs and ensures additional resources, as required through analysis of workload and justification of requirements through the annual business planning and budget process.
- Schedules staff, assigns work, monitors workflow and makes recommendations for efficiencies.
- Maintains appropriate staff coverage for program support, including communicable disease emergencies, ensuring all related staffing coverage concerns are anticipated and addressed.
- Works collaborately with stakeholders to supervise approved data entry processes.
- Works collaboratively with Division and Branch Managers to supervise iPHIS data entry processes.
- Ensures that records and information management procedures for document creation, use, storage and destruction are in compliance with applicable legislation, Regional Policies and Bylaws, and in conjunction with Regional staff and stakeholders; ensures staff comply with legislative requirements for the protection and privacy of health information.
- Assists in the development of annual business/work plans and in developing service plans and staffing proposals.
- Conducts research to identify short and long term operational needs, resource requirements/impacts and potential operational impacts; makes recommendations to management.
- Supervises staff, including recruitment, selection, hiring, scheduling, assigning and monitoring work, determining training and development needs, coaching and mentoring, conducting performance appraisals and determining/recommending disciplinary action up to and including dismissal in accordance with collective agreements, Regional policies and practices.
- Ensures that operating staff work in a safe manner and utilize all required health and safety equipment and protective devices and follow all measures and procedures as required by the Occupational Health and Safety Act and Regulations and Regional Policies.
- Responds to enquiries received from clients/stakeholders and/or resolves difficult or highly sensitive complaints either verbally or in writing.
- Liaises, fosters and maintains positive relationships with internal staff and external stakeholders.
- Assists with immunization clinic staff scheduling activities, as required.

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Business Administration or related discipline or approved equivalent combination of education and experience.
- Minimum three (3) years’ demonstrated experience in a variety of administrative support functions, process design, change management, and project management and demonstrated minimum of one (1) year of direct supervisory experience
- Strong knowledge of office procedures, electronic entry of patient files, and electronic/manual records management file systems, including security measures.
- Demonstrated knowledge of relevant Standards, Acts and Regulations.
- Leadership competencies including operating strategically, leveraging diversity and differences, customer focused, ensuring accountability, managing complex problems, financial management, employing interactive and effective communication, fostering collaborative relationships, cultivating engagement to drive vision and purpose, managing and developing talent, establishing and maintaining trust, displaying self-awareness, and demonstrating resiliency.
- Demonstration of departmental competencies, including flexibility and adaptability, accountability, strategic thinking, innovation and creativity, and collaboration.
- Contemporary staff supervisory skills including knowledge of collective agreement administration and interpretation, labour relations principles and practices, and relevant employment legislation.

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