Job Description

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary: Providence Health Care is committed to the process of Truth and Reconciliation with Indigenous Peoples and it is embedded in everything we do. Within the context of a patient, client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Manager, Administration, the Administrative Coordinator is responsible for day-to-day supervision, training and orientation of designated administrative and clerical staff that support Foundry\xe2\x80\x99s management team and operations. Provides confidential administrative support to senior Foundry leaders, including the Executive Director and Associate Executive Director. Provides project coordination and support to the Manager, Administration for a variety of activities. Assists with the development and implementation of administrative policies and procedures and ensures staff are aware of and adhere to policies and procedures. Supports the effective communication and distribution of information within and external to the organization.

Qualifications / Skills and Education: Education
Diploma in Office Administration or other relevant field plus three (3) to five (5) years of recent related experience including leadership and supervisory experience in an administrative setting or equivalent combination of education, training and experience. Experience working with young people and families/caregivers an asset. Administrative/clerical experience in health care, mental health care, or community social services is an asset.

Skills and Abilities
Ability to communicate effectively both verbally and in writing at all levels of the department.
Ability to deal effectively with others.
Demonstrated analytical, problem solving, and decision-making skills
Demonstrated leadership and supervisory skills.
Demonstrated commitment to valuing diversity and promoting an inclusive working environment.
Ability to handle confidential information.
Ability to work independently and effectively under time pressure to meet deadlines, balance work priorities and resolve problems in a timely manner.
Ability to organize and prioritize workload.
Ability to work in a team environment and with minimal supervision.
Intermediate to advanced skills using a variety of computerized office software packages.
Familiarity with staff scheduling systems/processes.

Duties and Responsibilities: Supervises and directs administrative/clerical staff to ensure accurate and timely production of work and priorities, allocates and prioritizes work assignments, schedules staff and provides orientation and training.
Solicits input and discusses issues and concerns with staff and implements plans to meet service requirements.
Provides confidential clerical and administrative support to members of the Foundry leadership team, and maintains their schedules. Resolves time conflicts as required. Liaises with community and government agencies to respond to and/or share information and ensure follow-up by relevant staff on emergent issues.
Responds to sensitive internal and external enquiries on behalf of Foundry leadership serving as the primary point of contact and answering directly or referring to appropriate area. Keeps the Administrative Manager and Foundry leadership apprised of status of issues.
Reviews and ensures training and procedure manuals and documentation are updated and standardized.
Submits documentation requests for new employees to obtain access cards, photo ID cards, supplies and equipment and computer accounts. Reviews and submits timesheets in a timely manner and ensures accuracy.
Participates in the recruitment and selection of administrative staff including interviewing candidates and making recommendations for selection.
Evaluates staff performance in consultation with Manager. Conducts performance appraisals, identifying problem areas and conducting disciplinary interviews as necessary.
Interprets and applies the various collective agreements for unionized staff, or terms and conditions for non-contract staff. Liaises with Human Resources Partner or other People Services staff as required. Reviews/approves staff requests for leaves.
Participates in the development, amends and implements Foundry administrative service policies, procedures and systems.
Provides advice and assistance to Foundry managers and staff on administrative services and functions and responds to special service requests.
Coordinates events and supports tasks such as venue booking, catering support, travel booking, meeting preparation such as printing material and organizing information as well as being day-of support at events.
Takes confidential notes and minutes of meetings (such as management meetings) as required and maintains confidentiality of issues discussed. Follows up on assigned actions. Assists with logistical arrangements for meetings as required.
Produces range of documents using a variety of software programs (such as correspondence, reports, spreadsheets, Power Point presentations, and organization charts.)
Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized and submitted for payment.
Performs other related duties as assigned.