Administrative Manager
3 months ago
Be part of the work that’s changing lives.
**Position Summary**:
Under the direction of the Executive Director the Administrative Manager will be able to anticipate and take initiative and work both independently and collaboratively as needed. Great interpersonal skills and the ability to exercise good judgment in a variety of situations is also a must for this position. As a professional, the Administrative Manager must be able to perform several basic administrative tasks as well as prepare correspondences, reports, presentations, and assist the Executive Director in all duties. The Administrative Manager will have the knowledge and skills to help research and compile data, meet or liaise with individuals and groups inside or outside of the company, and will have a role in establishing and coordinating the implementation of company policies.
The Administrative Manager is responsible for the provision of confidential administrative services including support to the senior management team and people leaders, facility issue coordination with maintenance, special projects, administrative support services and other support services to the Company. The Administrative Manager is the primary point of contact for internal and external communications on all matters pertaining to the office of the Executive Director. This position is responsible for providing administrative support and managing, preparing, and tracking highly confidential documentation and information. The Administrative Manager directly manages the administrative support team. The Administrative Manager also acts as the Facility’s Privacy Officer.
**Responsibilities**:
- Administrative support to the Executive Director and Senior Management Team
- Writing and development of policy and procedures, RFP’s and contracts as directed
- Daily, weekly, and monthly statistical analysis of bed counts, patient demographics, admission, discharge and completion rates, as well as outcome studies
- Trend Analysis for incident reporting and variance exceptions including ensuring timely reports to Island Health
- Act as back up to submit Serious Incident Reports to Island Health in a timely manner
- Act as Licensee Contact and liaison with Island Health as delegated by the Executive Director
- Assist Executive Director in the preparation for and maintenance of accreditation, act as accreditation site lead
- Assists in the planning and preparation for meetings, special events, promotions and professionals training
- Assists with the creation and refinement of new presentation materials including the creation of PowerPoint presentations and the revision of handouts, proposals, and reports
- Assist in arranging for flights and accommodation for EHN staff and Edgewood visitors where needed
- Implements, maintains, and reviews the Company’s policies, programs, and priorities
- Acts as the Facility’s Privacy Officer ensuring compliance with legislation in respect of the collection, disclosure and use of confidential patient and staff information, including breaches of privacy and confidentiality
- Schedules and attends confidential meetings, prepare agendas, and transcribe or distribute minutes as required
- Oversee the administration team, including day-to-day operations, hiring, orientation, scheduling, supervision, training, performance evaluation, and corrective actions or discharge when necessary
- Developing, reviewing, analyzing, and improving administrative system, policies, and procedures
- Work interdepartmentally to provide purposeful administrative team support
- Ensures departmental staff provide a high level of customer service to staff and clients while promoting the safety, privacy, and security of clients, their information, and belongings
- Ensures administrative staff promote the safety and security of the building
- Oversee records management on site, including collecting, organizing, and storing client and staff information using electronic and physical filing systems
**Qualifications**:
- Completion of grade 12 supplemented by some post-secondary certification in business administration and a minimum of 5 years of experience in a position of comparable degree and responsibility. Considerable experience in an executive support role or senior administrative assistant role; OR an equivalent combination of experience and education may be considered.
- Demonstrated experience in privacy law, human resources, records management, administrative services and data collection.
- Ability to work in high-pressure situations.
- Exceptional verbal and written communication skills.
- Conflict resolution, interpersonal, and change management skills
- Must be proficient with computers and a variety of software including Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, etc.
- Well-developed organizational and time management skills.
- Ability to work without supervision under rigorous conditions of confidentiality.
- Ability to
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