Program Administrator

2 weeks ago

Kingston, Canada Kingston Community Health Centres Full time

**Title**: Program Administrator

**Reports to**: Manager, Primary Care

**Location**:Kingston, Ontario

**Position Type**:Permanent - Full Time

**Start Date**: As soon as possible

**Salary**:$28.57 - $33.61 per hour

Position Summary

The Program Administrator is responsible for providing overall operational and administrative support in a primary care environment. They organize program support services and oversee various office systems. They work collaboratively with the multidisciplinary clinic team to support staff and ensure client/community needs are met. They direct clients and participants to appropriate services and maintain the client booking systems for health care services. In addition to scheduling responsibilities, this individual oversees the timesheet reconciliation as well as meeting administration (meeting agenda and minutes). Working directly with clients, physicians, nurse practitioners, nurses, medical secretaries, multidisciplinary healthcare providers, and other staff members, they support the provision of high-quality services. This includes supporting embedded specialist clinics, as necessary. The Program Administrator ensures smooth and efficient operations and creates a welcoming and non-judgmental atmosphere for clients accessing service.

As an employee of KCHC, the individual in this position will support the implementation and ongoing activities of Kingston’s new Primary Care Health Home, while also being well versed in KCHC’s overall clinical services. The Program Administrator will report to the Manager of the Primary Care Clinic and work closely with partners and community members.

**Key Responsibilities**

**Detailed Responsibilities**
- Provides ongoing daily support to staff regarding operational issues.
- Oversees medical records management.
- Oversees the patient intake process, appointment booking system, and clinical support services.
- Ensures compliance with legal and organizational standards.
- Monitors inventory and orders supplies as required, tracking, and submitting purchase orders and invoices.
- Responsible for overseeing overall client service.
- Updates management on activities and issues.
- Supports safety, including monitoring area for cleanliness, and communicating with Public Health regarding any maintenance or facility needs, etc.
- Supports staff compliance with required occupational health and safety training and policies.

**Administrative Support and Logistics**
- Prepares staff schedule according to clinical needs and staff requirements, including planning for back up staff.
- Work alongside counterparts from different organizations to ensure a smooth clinical flow.
- Organizes schedules for students and placements, as appropriate.
- Accountable for coordinating and managing meeting agendas, minutes, and related documentation.
- Reconciles timesheets with scheduling records for approval.
- Ensures that information flow, workflow procedures, and team support are delivered consistently and effectively.
- Creates a welcoming atmosphere by warmly greeting individuals, responding to their inquiries, and directing them to appropriate services or resources;
**Program Support**
- Maintains effective relationships with staff.
- Maintains inventory of necessary forms & office/medical supplies.
- Acts as point of contact for program delivery. Supports established communication channels and directs staff concerns and enquiries appropriately.
- Ensures forms are completed (e.g., client registration form)
- May be required to occasionally room patients, takes vitals and perform weight and measurements as appropriate.
- Prepares and updates the communication materials distributed to families, such as the prenatal folders.
- Identifies opportunities for potential involvement in new service areas

**Quality Improvement**
- Supports the implementation of the operational and quality plans.
- Provides support in research activities.
- Assist with data collection and report generation, as appropriate.
- Supports process planning and execution of quality improvement initiatives and achieving set targets.
- Coordinates resources to optimize operational efficiencies and patient satisfaction.
- Ensures relevant data is entered, tracked, and reported, in collaboration with the coordinator and quality improvement initiatives.

**Organizational Responsibilities**
- Complies with all relevant legislation and KCHC policies, including privacy laws
- Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)
- Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
- Supports KCHC’s student and volunteer placement programs
- Promotes awareness of and participation in KCHC activities
- Demonstrated commitment to continuous learning and quali

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