Salary Range: $74,618-$107,264/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Manager, Clinical Services, the Administrative Manager functions as a member of the management team and provides leadership to staff within the centralized clerical and administrative functions across the programs. The Administrative Manager is responsible for a variety of administrative and operational functions related to the operations of programs at BC Cancer. This role interacts regularly with the Senior Leadership and Managers and functions as a resource regarding service needs, service delivery, labour forecasting and operational activities related to the centralized clerical and administrative functions. This role provides strategic planning and change management support, assesses trends and identifies opportunities for new business developments and business process redesign that optimize resource use and overall continuous quality improvement across programs and support BC Cancer’s strategic direction. The Administrative Manager leads and guides budget preparation and analysis and monitors, tracks and analyzes the performance of business process redesign and quality and utilization enhancement/improvement initiatives. This role communicates with Finance, Human Resources, Payroll and various departments as required to support the clerical and administrative functions across the programs.

Duties/Accountabilities:

•    Provides leadership and guidance to designated staff, using effective management techniques, such as coaching, mentoring, skills and leadership development, and performance management, to support the achievement of required outcomes and ensure adherence to accreditation, regulatory, and safety standards.
•    Acts as a resource across the programs by providing guidance to leadership regarding staffing, policies and procedures, business processes, and clinical information system navigation related to the centralized clerical and administrative functions. Provides support to the development of the business plan and its implementation, ongoing monitoring and revision to facilitate alignment with the strategic directions of the organization.  
•    Provides strategic planning and change management support of the centralized clerical and administrative functions by leading and performing workflow and workload efficiency analyses, data gathering, and analyzing, drafting, proposing and implementing new or updated workflows and processes. This includes identifying operational inefficiencies, priorities, business efficiency function improvements and remediation strategies and ensuring communication of new and changed workflows, procedures, and policies to staff and relevant parties.
•    Develops, maintains, proposes and implements clerical and administrative processes, policies, procedures, and reference documentation related to patient scheduling and clinical workflows to ensure the effectiveness of remediation processes and patient data quality assurance. This includes reviewing existing processes, policies and procedures; gathering input; identifying gaps and areas requiring change; and ensuring compliance with accreditation, regulatory and safety requirements and standards. Coordinates clinical service delivery in conjunction with clerical workflows and makes changes as required.
•    Provides guidance to leadership regarding workforce planning by identifying trends and opportunities, analyzing and forecasting labour needs, analyzing outcome data, and providing input and/or recommendations to regarding staffing, workforce improvement and redesign to support operational needs and priorities.
•    Conducts random and daily audits of the workflows and processes, correcting errors, reporting on trends/issues encountered, developing and enhancing audit tools and reports and indicators, and preparing statistical reports to ensure and maintain quality of patient data.
•    Authorizes timesheets and overtime and reviews rotations for designated areas to ensure staff are correct and appropriately coded. Participates in staffing decisions related to recruitment, retention, discipline, and termination.
•    Investigates work and staff issues and conducts first-level performance management. Escalates complex discipline issues to Manager. Participates in the management of grievances and labour relations matters in conjunction with the Manager and Human Resources, including Step One of the grievance process and attendance of Labour/Management meetings as the management representative when necessary. May attend troubleshooting meetings or arbitrations relating to unresolved grievances.
•    Applies LEAN project methodology to contribute to business process re-design and improvement and other quality initiatives for the clerical and administrative functions across the programs and facilitates implementation of approved modifications to ensure optimal use of organizational resources and safe delivery of patient care.
•    Provides input into budget development, monitors budget and expenditures, and performs variance analysis and statistical reporting as required. Authorizes budget expenditure, expense reimbursements and invoices up to a pre-determined limit. Orders supplies and equipment as required.
•    Completes and submits e-forms related to postings, new hires, transfers, leaves and resignations. Liaises with Finance, Payroll and Human Resources as necessary.

Qualifications:

A level of education, training, and experience equivalent to a Bachelor’s degree in Business Administration, Health Administration, Health Sciences or a related discipline, plus a minimum of five (5) years’ recent, related experience in a healthcare environment, including two (2) years’ leadership/supervisory experience.

Proven leadership experience in a management role including successful management of staff in a unionized environment. Ability to apply critical thinking and analysis of operational problems and recommend innovative solutions. Demonstrated capability of maintaining high level of problem solving and decision-making skills. Excellent oral and written communication skills with the ability to communicate effectively and tactfully with individuals at all levels, both internal and external to PHSA, BC Cancer, Medical Affairs and UBC. Ability to work independently as well as collaborate in a team setting to accomplish work objectives. Ability to plan, organize, coordinate, prioritize and meet deadlines. Demonstrated ability to use related software and technology, including  Microsoft Office Suite.

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**