Corporate and Administrative Services Coordinator

JOB SUMMARY:
The Coordinator, Corporate & Administrative Services is responsible for the provision of HFH corporate services (including policy development and maintenance of HFH manuals), coordination of national and provincial surveys, and the management of critical incident (CI) reporting for the Home.

QUALIFICATIONS

1. Graduate of a recognized training program, with a minimum of five years’ experience in administration.

2. Ability to work independently.

3. Knowledge and demonstrated expertise on computer software programs.

4. Experience in accounting an asset.

5. Organizational skills in meeting all deadlines and requirements of the position.

6. Excellent communication skills, both written and oral. Demonstrated interpersonal skills and ability to work with a variety of people/educational backgrounds.

7. Good documentation skills along with good problem solving ability and judgment.

8. Maintains and ensures total confidentiality.

9. Understanding and commitment to the Mission, Goals and Objectives of the facility.

10. Flexibility in hours of work in order to meet the requirements, ie. meeting schedules; Accreditation Canada surveys, Provincial Standards Review Surveys.

11. Good physical and mental health and good attendance to meet the requirements of the position.

RESPONSIBLE TO:
Chief Executive Officer

RESPONSIBILITIES: CORPORATE SERVICES:
1) Internal committees and teams
- Attends appropriate internal Team and Committee meetings.
- Participates in, records and provides minutes, prepares agendas, notices, addenda and distributes all necessary material.
- Organizes any strategic planning sessions, helps with scheduling participants for workshops, RL training, organizes functions as needed.

2) Board and standing committees
- Attends Board and Committee and/or Sub-Committee meetings.
- Participates in, provides and records minutes, prepares agendas, notices, addenda and distributes all necessary material.
- Organizes any programs/dinners related to Board meetings, AGM, Board strategic planning sessions, prepares materials and organizes orientation sessions for new Board members.
- d. Acts as point person for Board inquiries.

3) Maintenance of Corporate Records and Manuals

a. Maintains all corporate and administrative files in an organized and accessible manner as well as electronic files which include (but are not limited to):
i. CEO files.

ii. Board minutes, resolutions, Board appointments and terms, By-laws, surveys, and related governance records.

iii. HFH contract binder.

iv. WRHA funding policies.

v. Medical staff records.

vi. Donated Art file

b. Ensures that administrative manuals are updated as required, which include (but are not limited to):
i. statistical reports.

ii. Bed Safety Audit spreadsheet

iii. Critical incident reports.

iv. Complaints binder, Abuse Allegation binder.

v. Suggestion box.

vi. WRHA safety & security submissions.

ADMINISTRATIVE SERVICES:
1) Oversees the management of policies and procedures

a. Prepares and/or reviews policies and procedures, related forms, job descriptions, and Employee Handbook, ensuring that they are updated on a regular basis.

b. Maintains, updates and distributes policies and procedures, and related forms.

c. Ensures that policies are included in the HFH Intranet and communicates changes (including new policies) to all departments and service areas as required.

d. Composes and proposes new policies or policy amendments when necessary.

2) CI reporting management

a. Oversees the management and reporting of critical incidents.

b. Provides support and assistance to the Resident Care Team in the identification of critical incidents and in the classification of occurrences.

c. Compiles statistical data, and prepares summary reports involving critical incidents and occurrences by classification for various committees or reporting purposes.

3) Provincial Standards Reviews / Accreditation Canada Surveys

a. Under the direction of the CEO, coordinates the Provincial Standards Review process, and the Accreditation Canada survey process.

OTHER:
1) Provides support to the service area supervisors and Department Heads when necessary, particularly in the absence of the CEO

2) In the absence of the CEO, provides direction and support to Department Heads, ensures the flow of communication.

3) Adherence to all safety and health regulations and safe work practices

4) Acts as contact for Elections Canada and Census Canada, coordinates elections and census taking of residents

5) Helps coordinate events (i.e. Community Christmas reception, fundraising, operations/leadership events, staff forums, town hall meetings, etc.).

6) Acts as liaison with the Auxiliary and other community partners.

7) Assists with projects as assigned to support the operations of the Home.

8) Supports new initiatives within the Home

9) Performs other duties as assigned.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

Work Location