Board Relations Coordinator

**Position Information**

**Posting Number**:

- ROM25-197E

**Title**:

- Board Relations Coordinator (RFT 1.0 FTE)

**Position Status**:

- Regular Full-time

**FTE**:

- 1.0

**Job Schedule**:

- Days/Evenings

**Department**:

- Board of Trustees

**Union**:

- Non-union

**Site**:

- Royal Ottawa Mental Health Centre

**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

Reporting to the Chief Operating Officer, the Board Relations Coordinator, under direction, is responsible for providing the effective delivery of services, including governance and administrative, to the members of the Board of Trustees (The Royal Ottawa Health Care Group) and all associated committees. The Board Relations Coordinator ensures the preparation of all Board and Committee meetings, developing timely agendas, minutes, presentations and reports. The incumbent supports Senior Leadership Team (SLT) members and Board members on The Royal’s bylaws enquiries and required revisions. As a recording secretary to the Board and its committees, provides insight, continuity and follow-up on action items and business arising as well as oversees the process of official documents going to and from the Board. They will also provide administrative support to the Board of Trustees as required.

**Duties**:**

**Board Support Accountabilities**
- Supports all activities of the Board of Trustees and its committees including; room and equipment booking, refreshments (where appropriate), notifications to board, committee members, SLT and internal/external presenters
- Prepares and assembles agendas, meeting packages and calendars; attends agenda review meetings, noting and making changes to agendas as reviewed and discussed
- Tracks new referred and postponed items, ensuring that all documents, reports and correspondence are accurately provided.
- Sends out notices of meetings along with material related to agenda items to members, news media and other interested parties
- Attends Board and committee meetings and takes extensive and exacting minutes of these meetings and proceedings, summarizing, documenting decisions, actions and directives.
- Coordinates the preparation, distribution, archiving and public posting of board and committee materials, including ensuring the appropriate approval of reports prior to posting
- Extracts and composes, (from notes of committee proceedings), materials requiring formal referral to the Board of Trustees, committees or staff concerned
- Responds to inquiries from the public, staff or Board members concerning the proceedings of the Board of the actions and committees
- Maintains accurate and timely rosters for the Board of Trustees and all committees, working with appropriate staff to identify and fill committee vacancies
- Maintains accurate attendance records for all Board and committee meetings; tracks Board Member committee assignments
- Maintains confidentiality and neutrality in recording conflicting and controversial viewpoints in discussions of sensitive public issues

**Governance**
- Advises on best practice in governance, risk and compliance
- Leads related activities to ensure compliance with relevant legislation and regulation
- Prepares correspondence and responds to inquires related to Board governance issues for or on behalf of the Board
- Manages and supports Board governance processes, including coordinating the Board director recruitment and nomination process; Board orientation and education; developing and implementing guidelines, criteria, instruments to evaluate individual member and overall Board performance
- Maintains accurate and complete files
- Interprets and utilizes work instructions, rules, regulations, policies and procedures
- Revision of bylaws when required

**Research**
- Performs special research as requested by the Board of Trustees, committees and staff
- Researches, compiles and summarizes a variety of materials
- Generates, maintains and troubleshoots department area of the Board Portal

**Other Accountabilities**
- Works in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal
- Ensures a work environment that is conducive to The Royal’s Anti-Racism, Discrimination and Harassment-Free Workplace and Occupational Health and Safety policies
- Supports the Board members with respect to bylaw revision and enquiries
- Other duties as assigned

**Qualifications**:

- Three years college diploma in business administration, legal clerk, paralegal, or a related field. Governance certification is an asset