Petawawa Centennial Family Health Centre Executive Director

Job Description

POSITION DESCRIPTION-EXECUTIVE DIRECTOR

Reporting to the Board of Directors, the Executive Director is responsible for the operations of the Petawawa Centennial Family Health Centre. The Executive Director collaborates with the clinicians and staff to provide quality primary care to Family Health Team (FHT) patients and the community, and is accountable to the Ministry of Health (MOH) for FHT results. The Executive Director works with community partners to provide appropriate quality services and programs for the residents of Petawawa and area.
ADMINISTRATIVE and BOARD RESPONSIBILITIES
• Provide support to the Board in the development and periodic review of the mission, vision and strategic directions;
• Annually develop a work plan for program and service delivery;
• Prepare regular reports, as required, for the Board of Directors;
• Advise the Board on matters of policy development, risk management, and quality improvement;
• Liaise with community agencies and organizations for the purpose of developing partnerships, support, referral, and community awareness;
• Negotiate and communicate with the Ministry of Health as appropriate;
• Ensure that the PCFHC is operated in accordance with the direction and policies established by the Board;
• Ensure appropriate systems and structures are in place for the effective management and control of resources, including human resources, insurance and fixed assets tracking;
• Manage and maintain the PCFHC facility, including leasing space and fulfilling landlord responsibilities;
• Establish contractual arrangements with vendors to provide various maintenance, facility, payroll and other operational support services.
• Understand and ensure compliance with applicable laws, contracts and funding agreements;
• Ensure compliance with mandatory reporting requirements, and the timely completion and submission of reports and returns to all government agencies, such as the Ministry of Health (MOH) and the Canada Revenue Agency (CRA);
• Effectively manage Occupational Health and Safety issues.

INFORMATION MANAGEMENT RESPONSIBILITIES
• Work with appropriate information technology resources to ensure all components of information management systems (hardware, software, and personnel) work cohesively towards the achievement of the information needs of the FHT;
• Recognize technological opportunities and manage the implementation of IT advancements;
• Procure and monitor appropriate technical support services;
• Coordinate the procurement, maintenance and lifecycle management of IT assets;
• Arrange for the maintenance and updating of the PCFHC website;
• Ensure current and new staff have the IT training required to perform their jobs;
• Safeguard clinical, financial and operational information and ensure proper archiving and disposal;
• Ensure security and back-up of electronic records; and
• Ensure an appropriate electronic clinical information system is in place.

HUMAN RESOURCES MANAGEMENT RESPONSIBILITIES
• Manage all aspects of human resources including recruitment, development of employment contracts, orientation, training, scheduling, performance management and retention;
• Foster a collaborative team practice, and manage conflict;
• Ensure provision and administration of a benefits plan;
• Implement and monitor compliance with Human Resources policies and procedures; and
• Develop and manage physician services contracts in accordance with MOH directives.

FINANCIAL MANAGEMENT RESPONSIBILITIES
• Develop and present the annual operating plan to Board for approval;
• Prepare the quarterly FHT financial and statistical reports for submission to the MOH;
• Monitor financial performance against all budgets, and prepare and present a monthly report to the Board for all operations of PCFHC;
• Collaborate with the external auditor and other financial resources to ensure the completion of the annual audit to the MOH;
• Ensure timely collection, documentation, and analysis of financial information;
• Conduct various financial analyses and prepare business cases and funding applications as required; and
• Ensure appropriate internal controls are in place within the organization.

HEALTH CENTRE AND PROGRAM DEVELOPMENT RESPONSIBILITIES
• Work collaboratively with clinical staff to identify, plan, promote, monitor and evaluate existing and new programs and services, with an emphasis on health promotion, disease prevention and chronic disease management;
• Facilitate and support the development of team-based, patient-centered practices that meet best-practice standards of care;
• Facilitate the development and submission of the annual Quality Improvement Plan; and
• Communicate with related health care organizations to promote coordination and/or planning of local health care services.

WORKING CONDITIONS
• Work is primarily performed in an office environment;
• Work may be stressful at times due to the pace and workload of the office;
• Work requires exposure to computer monitor, keyboarding, and frequent face-to-face meetings via video conferencing or in person;
• Work hours are flexible to meet the demands of the job;
• Work involves regular sitting, standing, and walking.
• Business travel may be required.
• There may be occasional exposure to emotional patients or staff.
QUALIFICATIONS
• Degree in business or health care administration;
• A successful track record of five (5) or more years at the senior management level in health or business administration;
• Knowledge of health care systems & health administration;
• Exceptional interpersonal, strategic alliance building and communication skills;
• Knowledge and awareness of:
o Space planning and functional programming,
o Policy and program development & evaluation;
o Strategic planning;
o Information Technology, and
o Financial and Human Resources management;
• Demonstrated success in change management, and organizational development;
• Excellent patient service skills and is patient focused;
• Demonstrated ability to establish and maintain positive working relationships with a not for profit Board of Directors and multi-disciplinary staff;
• Demonstrated competency in information technology and management including proficiency in MS Office 365, emails, electronic medical records, and technology literacy related to IT infrastructure, other hardware and end point devices;
• Demonstrated commitment to lifelong learning;
• Strong leadership abilities, sound judgement and superior problem-solving skills;
• Ability to work under pressure, with interruptions and still meet deadlines;
• Professional presentation and approach;
• Excellent written, verbal and interpersonal communication skills in English, with French considered an asset;
• Experience with working with the Ministry of Health (MOH) would be an asset; and
• Workplace Health and Safety certification would be considered an asset.

This position description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needs evolve.