Supervisor, Clinic Administration, Forensic

2 weeks ago

Nanaimo, Canada PHSA Full time

**Supervisor, Clinic Administration**

**Forensic Psychiatric Services**

**Nanaimo, BC**

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

Reporting to the Regional Clinical Manager, the Supervisor, Clinic Administration supervises clerical support staff, oversees the coordination of clerical work flow for the designated clinic and performs administrative duties in accordance with established standards, policies and procedures.

**What you’ll do**
- Coordinate the clerical workflow by methods such as establishing work schedules and priorities, coordinating work assignments and providing work guidance and ongoing support to staff; participating in interdepartmental meetings, and liaising with other disciplines, community clinics and FPH to ensure consistency of work procedures; maintaining administrative procedure manuals and assisting with drafting new procedures and/or updating existing procedures for review and approval, and informing clerical staff of new information and changes in procedures.
- Supervise clinic clerical support staff by methods such as determining orientation and training requirements; discussing progress and facilitating establishment of individual and team goals, monitoring performance to ensure program standards are met; and clarifying requirements, providing input into performance evaluations in order to promote quality work performance, facilitating resolutions to problems, and referring unresolved issues to the Regional Clinic Manager.
- Perform duties related to the accounts payable function by methods such as receiving reports and related documents, matching invoices (manually and electronically) to purchase orders, verifying the accuracy of invoices and checking that all invoices and expense claims have been approved according to signing authority guidelines, following up with respective departments and/or vendors to obtain missing documentation/information, and forwarding approved and coded invoices to Accounts Payable for payment on a timely basis. Reconcile designated accounts by matching up payments received and invoices issued, tracing the reasons for differences, and liaising with Finance concerning issues and questions.
- Perform secretarial and administrative duties for the Regional Clinic Manager by methods such as screening incoming materials, determining urgency of requests, and prioritizing items for their attention; informing Manager of emerging clerical/administrative issues and unusual circumstances, and participating in developing the plan of action; assisting Manager with creating, maintaining and managing contracts; and processing incoming and outgoing correspondence, and typing a variety of technical and non-technical material.
- Maintain statistical records and prepare reports as required on various clinic activities including workload and budgetary information by methods such as setting up and updating computerized files and spreadsheets using word-processing and spreadsheet software, accessing and analyzing data from the applicable information systems, compiling, recording and tabulating data from other sources and summarizing information into report form for review by the Regional Clinic Manager.
- Process requests for items such as vacations, leave of absences, and terminations from clerical support staff by receiving reviewed requests from Manager and entering response into the timekeeping system.
- Manage petty cash by methods such as reconciling petty cash transactions for client expenditures and office expenditures, completing and processing replenishment forms, and completing regular audits with Regional Clinic Manager.
- Transcribe a variety of medical dictation including correspondence and reports to Court, Review Board, and all clinical reports, notes and correspondence according to pre-set format, protocols and deadlines; forward completed documents to designated team members according to departmental procedures and making corrections as requested; and forwarding completed and signed reports to appropriate Court Registries and other outside agencies.
- Monitor and order office equipment and furniture as approved by the Regional Clinic Manager. Monitor and order client, and stationery supplies as required. Process and track orders for medical supplies as directed.
- Assist Regional Clinic Manager with team planning, development, evaluation and quality improvement activities that facilitate team goal setting, problem solving, conflict resolution and collaboration by performing duties such as attending meetings, soliciting feedback from clerical support staff, identifying potential areas of improvement, providing suggestions or drafting new methods when requested, and implementing approved programs. Participate and record minutes in Regional Clinic staff meetings, participate on committees and special projects as required.
- Maintain the health records s

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