Operations Manager

7 months ago

Vancouver, Canada SE Health Full time

**JOB SUMMARY**:
Reporting to the Regional Operations Manager, Seniors Health - British Columbus, the Operations Manager will support the mission and vision of SE Health by providing overall management and administrative support for the facility living business in British Columbia. This role is responsible for scheduling, timekeeping, payroll, reporting, and special projects. The Operations Manager also plans, supports and implements continuous quality improvement, education, resident care services, and is present in the homes when onsite management is away.

**JOB RESPONSIBILITIES**:
**Activity A: Administration**
- Scheduling:

- Daily communication with each location related to shift filling needs.
- Complete day to day shift filling (ex. sick calls) while adhering to established procedures and collective agreement call out requirements.
- Daily updates to employee schedules in Procura based on above shift filling activities.
- Creation, communication, and dissemination of monthly schedules (in Procura and paper-based rosters) in relation to approved vacation, employee leaves of absence, etc.
- Work with site leaders on annual vacation planning and related shift filling requirements.
- Timekeeping:

- Collects timesheets and performs timekeeping of unionized staff ensuring adherence to the collective agreement and within the established payroll deadlines.
- Validates and verifies timekeeping data in Procura to ensure time codes / earning codes, overtime, casual shifts, etc. are accurate.
- Update employee schedules (days working, shift times, days off, etc.) in Procura as needed to reflect real time changes in employee type and status.
- Liaises with WCB and Disability Management Specialist to coordinate switch from Employer paid to WCB paid for regular staff once WCB claim has been approved.
- Communicates with employees regarding payroll concerns and resolutions. Works with site leaders and home office payroll team to troubleshoot issues, identify root causes, and implement solutions.
- Maintains annual vacation entitlement spreadsheet.

**Activity B: Clinical Operations**
- Engage and support the day-to-day programs and clinical operations. Enable multidisciplinary team members (i.e., Nurses, Health Care Aides, Recreation, Allied Health, etc.) to professional excellence.
- Promote inter-disciplinary resident care planning and resident education taking into consideration different cultural, psychosocial, and age associated needs of
- Provide direction on special program development and execution

***Activity C: Teamwork**
- Build and support sustainable and productive relationships with all individuals including staff, senior management, physicians, the community, and families
- Fostering an enthusiastic and positive just culture within the organization while ensuring that all employees are treated respectfully and given the opportunity to succeed
- Demonstrate effective communication skills, problem solving, critical thinking and conflict resolution
- Demonstrate leadership qualities in support of department needs
- Motivates and supports leaders to set and achieve objectives
- Acts as a representative with external bodies including VCH, FHA, the ALR, BC Housing, CLBC, etc.
- Response to escalated issues pertaining to staff (including doctors and nurses), residents and family
- Liaison with community agencies, acting as a steward for the organization and industry

**Activity D: Continuous Quality Improvement**
- Develop and revise policies and procedures and monitor adherence to applicable regulations (ALR, RCR, etc.) and standards (ex. Accreditation)
- Engages in continuous evaluation and review of all processes and procedures to identify and recommend improvements
- Perform regular internal gap analysis to identify areas that require updating, further development, etc.
- Create and develop standardized processes including process mapping/manuals to guide onsite management in external audits.

**Activity E: Special Projects and Other Admin**
- Participates in special projects to advance the organization’s strategic priorities (ex. accreditation)
- Participates in selected committee/workgroup activities
- Monthly reporting to funders as necessary.
- Administrative tasks to support the daily and monthly operations including but not limited to, working with Accounts Receivable department to track rent payments, collecting resident banking information, producing and analyzing Procura reports (ex. attendance), supporting mandatory training compliance by employees, etc.
- Supports the Executive Operations Manager, Site Operations Managers and Wellness Managers in meeting financial and expense targets
- Other related duties as assigned

**QUALIFICATIONS**:

- Bachelor’s Degree in Nursing or Health-related field with a graduate degree (i.e., MHA, MBA, or MN).
- 10+ years’ experience managing at a senior level within the Seniors Living and/or Gerontology setting an asset.
- Excellent understanding of O

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