Lead Administrator

**Job Description Job Title: Lead Administrator**

Accountable To: Clinic Director - NP Lead

Status: 1.0 Full time equivalent

The Peterborough 360 Degree NPLC is a dynamic community-based interdisciplinary primary care clinic providing comprehensive health services to residents of Peterborough City and County with particular expertise in providing care to people whose health is made vulnerable by poverty, homelessness and poor access to the social determinants of health. The NPLC operates from a philosophy of harm reduction and is committed to working from within an anti-oppressive and anti-racist framework that is trauma-informed and which values cultural humility and inclusiveness.

**Position Summary**

The Peterborough 360-degree Nurse Practitioner Led Clinic provides primary health care services to the residents of Peterborough. The Lead Administrator’s primary role is to direct the effective administrative functions of the Peterborough 360 NPLC. This position provides support and reports to the Clinic Director by ensuring that the day to day financial and human resource affairs and personnel administrative activities are undertaken in a timely and professional manner. This position will also provide support to the Board of Directors by producing administration and financial reports to the board.

The Lead Administrator will also provide administrative support to a team of Interprofessional healthcare providers. The Lead Administrator will develop and implement financial processes, policies and procedures that are aligned with the overall objectives and strategic direction of the Peterborough 360 NPLC. The Lead Administrator will provide leadership, direction, supervision, problem solving, conflict resolution, relationship building, evaluation and general support to administrative staff.

**Key Areas of Responsibility and Duties**
- Is available to assist the Clinic Director with administrative activities to contribute to the efficient function of the clinic and the attainment of strategic goals within the Vision and Values of the Organization
- Support the Clinic Director with Quality Improvement and Quality Information Management initiatives
- Support the Clinic Director with Patient Relations
- Strong management, interpersonal, communication, and leadership skills
- Responsible for the management of administrative staff
- High degree of accuracy and attention to detail with the ability to arrange priorities as necessary to perform tasks
- Excellent computer and social media skills and facilitates all necessary IT support and updates as required
- Advanced knowledge of Microsoft Excel, including the ability to analyze statistical data as required
- Strong knowledge of Microsoft Office (Word, Excel, PowerPoint) and bookkeeping software
- Contributes to strategic planning process and ongoing monitoring of strategic activities

**Physical Premises**
- Ensures that physical premises are maintained appropriately i.e., phone, computer and security systems are functional
- Contacts landlords or contractors with deficiencies of premises

**Financial Responsibilities**
- Works collaboratively with the Clinic Director in the development and monitoring of the agency’s annual budget
- Assumes accountability for developing and implementing agency financial management policies and procedures
- Prepares and delivers accurate financial records to the Clinic Director for submission to the Ministry of Health and Long-Term Care and Board of Directors, as required
- Develops and maintains day-to-day financial records including general ledger transactions, accounts payable and receivables, payroll entries and reconciliations, ensuring that all financial transactions and payroll entries are aligned with legislative requirements
- Prepares cheques for vendors/staff/consulting physician for co-signature with Clinic Director, pays Receiver General for CPP, EI and taxes, distributes T4s and ROEs
- Prepares and makes deposits with all supporting documentation
- Maintains accurate and current accounting of bank and investment accounts, ensuring a comprehensive audit trail
- Monitors clinic overhead, liaises with accountant as required, prepares financial statements for yearly audit
- Identifies potential financial problems and assists in their resolution
- Works closely with the Board Treasurer to provide ongoing support and accurate financial records

**Staffing**
- Contact person for employee benefits package
- Supervises performance and completes 3-month probationary review and annual performance review of administrative staff
- Assists in problem solving and conflict resolution of staff concerns
- Ensures a complete personnel Human Resources records file for all staff, contract physicians, students, and volunteers
- Implements and maintains appropriate human resources and financial management information systems (including software and hardware) to track sick time, vacation time, and other leaves
- Provides a Record o