Health Centre Office Coordinator Mar 2018

Job Description: 

Reporting to the Health Administrator, the Health Office Coordinator is responsible for organizing and coordinating office operations, administrative procedures and facility management in the Health Centre.  The Health Office Coordinator also acts in the role of Data Custodian for safeguarding personal information.  She/he coordinates information management functions for the Health Administrator and provides direct administrative/secretarial support.


General Duties


Develops and oversees administrative support systems for the office including reception, mail and fax control and distribution, clerical functions such as the preparation of travel vouchers, expense approval forms and invoices, control and distribution of office cheques.
Maintains office records by organizing paper an electronic filing systems for documents, records, reports, correspondence and other materials; ensuring that filing is up-to-date and that all files and records are protected in accordance with Health Centre policies and procedures.
Supervises Health Centre support staff including: Receptionist, NIHB Clerk and Custodian.
Organizes information received and sent by the Health Administrator; managing the Health Administrator’s calendar (i.e., schedule appointments) and monitors and follows up on assignments given to Health Centre team members by the Health Administrator including status reports to the Health Administrator.
Prepares reports, memos, letters and other documents using Word, Excel and PowerPoint software.
Plans and coordinates Health Centre meetings and events including distribution of meeting agendas, arranges meeting room and takes and distributes minutes, as necessary.
Ensures availability of general supplies for the Health Centre including monitoring and controlling inventory, sourcing best buys, preparation of requisitions and verification of incoming materials.
Oversees facility management for the Health Centre including custodial services, equipment maintenance, vehicle maintenance, food preparation and security.
Liaises with SFN Administration Department and attends meetings with counterparts in other SFN departments.
Strives to meet and exceed the national standards of accreditation. 
Actively seeks out and supports activities that promote client, staff, visitor, and contractor safety.
Responsibility for Privacy and Security of Personal Information in the Role of the Data Custodian:

The Health Centre Office Coordinator is co-responsible for the protecting personal information that is the custody and care of our organization. He/she is responsible for securing our facilities and tools/systems that are used to store personal information.He/she participates in supporting the organization in protecting personal information (e.g.updating the STRA and the Privacy and Security Action Plan).He/she supports the development of the business continuity plan and puts into place any special requirements necessary to implement this plan.In the absence of the Health Administrator, the Health Office Coordinator may receive privacy breach notification reports and initiates privacy breach investigations.There are many other facets to this crucial function of maintaining privacy and security.


Performs related tasks or assignments as required by the Health Administrator.



Completion of secondary school is required combined with any combination of training and experience equivalent to a business administration and/or health administration certificate.
Successful completion of training in: First Aid, WHMIS, ASSIST and dealing with emotional or troubled clients.
A minimum of three (3) years’ experience in progressively more responsible secretarial/office management.
Knowledge of Health Centre and Snuneymuxw First Nation policies, regulations and procedures related to the Health Administrator’s office (i.e., First Nations Health Authority transfer agreements).
Knowledge of Snuneymuxw First Nation cultural protocols/traditional practices is desirable.
Basic supervisory principles and practices.
Excellent client satisfaction skills, including dealing effectively with the public, elected officials and Snuneymuxw First Nation staff, both in person and over the telephone.
Advanced knowledge of administrative and clerical procedures/systems (e.g. managing files and records, designing forms, office procedures and terminology).
Ability to effectively communicate (orally and in writing).
Ability to identify problems and apply effective judgement and decision-making to develop useful solutions.
Ability to maintain a high level of accuracy and confidentiality in materials being presented for the Health Administrator’s approval.
Experience in advanced keyboarding, word processing (i.e., MS Word) and other computer applications such as PowerPoint, Excel, and a clinical information system (preferably PROFILE).


Special Requirements


The incumbent must maintain strict confidentiality in performing the duties of this position.  The incumbent must adhere to the Privacy and Security Policies and Procedures of the Health Centre and Snuneymuxw First Nation.
The incumbent must adhere to the Snuneymuxw Personnel Policies.
Although the incumbent does not work shift work and is not on call, when a traumatic event occurs within the Snuneymuxw First Nation community or with a client, the incumbent may be called upon, outside of work hours.


Please forward your resume and cover letter to:

Charles Nelson, Health Centre Director

668 Centre Street, Nanaimo, BC V9R 4Z4 Phone: 250-740-2336

Deadline: April 19 @ 4 PM

A competitive salary and excellent benefit/pension package is provided.

Application Deadline: 
Thursday, April 19, 2018
Job Type: 
Employment (Full Time)