EOI - Program Administrator, SHC

Job Description

Title: Program Administrator

Reports to: Manager, Primary Care

Position Type:  Full-Time, Permanent – 35 hours per week

Salary: $29.14 - $34.28 per hour

Vacancy Status: New Vacancy

Location: Street Health Centre- Kingston, Ontario

Position Summary

The Program Administrator is responsible for providing overall operational and administrative support in a primary care environment. They organize program support services and oversee various office systems. They work collaboratively with the multidisciplinary clinic team to support staff and ensure client/community needs are met. They direct clients and participants to appropriate services and maintain the client booking systems for health care services. In addition to scheduling responsibilities, this individual oversees the timesheet reconciliation as well as meeting administration (meeting agenda and minutes). Working directly with clients, physicians, nurse practitioners, nurses, medical secretaries, multidisciplinary healthcare providers, and other staff members, they support the provision of high-quality services. This includes supporting embedded specialist clinics, as necessary. The Program Administrator ensures smooth and efficient operations and creates a welcoming and non-judgmental atmosphere for clients accessing service.

As an employee of KCHC, the individual in this position will support the implementation and ongoing activities of Kingston’s new Primary Care Health Home, while also being well versed in KCHC’s overall clinical services. The Program Administrator will report to the Manager of the Primary Care Clinic and work closely with partners and community members.

Key Responsibilities 

Office Systems

Provides ongoing daily support to staff regarding operational issues.

Oversees medical records management.

Oversees the patient intake process, appointment booking system, and clinical support services.

Ensures compliance with legal and organizational standards.

Monitors inventory and orders supplies as required, tracking, and submitting purchase orders and invoices.

Responsible for overseeing overall client service.

Updates management on activities and issues.

Supports safety, including monitoring area for cleanliness, and communicating with Public Health regarding any maintenance or facility needs, etc.

Supports staff compliance with required occupational health and safety training and policies.

Administrative Support and Logistics 

Prepares staff schedule according to clinical needs and staff requirements, including planning for back up staff.

Work alongside counterparts from different organizations to ensure a smooth clinical flow.

Organizes schedules for students and placements, as appropriate.

Accountable for coordinating and managing meeting agendas, minutes, and related documentation.

Reconciles timesheets with scheduling records for approval.

Ensures that information flow, workflow procedures, and team support are delivered consistently and effectively.

Creates a welcoming atmosphere by warmly greeting individuals, responding to their inquiries, and directing them to appropriate services or resources;

Program Support

Maintains effective relationships with staff.

Maintains inventory of necessary forms & office/medical supplies.

Acts as point of contact for program delivery. Supports established communication channels and directs staff concerns and enquiries appropriately.

Ensures forms are completed (e.g., client registration form)

May be required to occasionally room patients, takes vitals and perform weight and measurements as appropriate.

Prepares and updates the communication materials distributed to families, such as the prenatal folders.

Identifies opportunities for potential involvement in new service areas

Quality Improvement 

Supports the implementation of the operational and quality plans.

Provides support in research activities.

Assist with data collection and report generation, as appropriate.

Supports process planning and execution of quality improvement initiatives and achieving set targets.

Coordinates resources to optimize operational efficiencies and patient satisfaction.

Ensures relevant data is entered, tracked, and reported, in collaboration with the coordinator and quality improvement initiatives.

Organizational Responsibilities

Comply with all relevant legislation and KCHC policies, including privacy laws

Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)  

Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion

Supports consistent application and development of KCHC policies and procedures

Supports KCHC’s student and volunteer placement programs

Promotes awareness of and participation in KCHC activities

Demonstrated commitment to continuous learning and quality improvement

On occasion, perform other temporary duties as required

Basic Education and Experience Requirements

Post-secondary degree or diploma in relevant discipline.

Five years progressive administrative experience in community or health setting, preferably working with health care professionals

Experience working with electronic medical records systems (e.g. PS Suite).

Experience with scheduling and program/clinic administration.

Experience in program/service development, implementation, monitoring and evaluation using a quality improvement approach.

Knowledge, Skills and Abilities

Ability to provide welcoming, inclusive, non-judgmental service; sensitive to cultural and social barriers that clientele may be facing

Knowledge of privacy legislation as it relates to healthcare and private documents

Demonstrated ability to work in a multi-disciplinary setting

Proficiency in typing, the use of computers and various software applications, database management experience an asset

Strong interpersonal (oral and written) and problem-solving skills; a commitment to teamwork

Excellent organizational skills, above average attention to detail, and ability to multi-task in a fast-paced environment

Skilled in the use of computers and various software applications including Microsoft office, Outlook, Excel and tracking systems

Other Requirements

Current and satisfactory Criminal and Vulnerable Persons Check

French language is an asset

Experience in nursing or medical/clinical administration is an asset.

As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with  other staff and clients.

At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.

We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all. 

KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.

Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4  www.KCHC.ca