Clerical Supervisor, Various Programs

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient 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.
The Clerical Supervisor is directly responsible for ensuring the efficient and effective functioning of clerical support services in various clinical areas within BC Cancer. Responsibilities include coordinating clerical activities, organizing and priority setting, onboarding, training and supervising staff. In collaboration with manager assists with resource planning, quality improvement activities and ongoing management of policies and procedures. Performs clerical functions as needed. Provides leadership, models and promotes a culture of respect, diversity and inclusion.

Duties/Accountabilities:

1. Coordinates, oversees and organizes the workflow of designated staff in various areas by establishing priorities in order to meet the needs and requirements of the work areas, resolving day-to-day problems and evaluating processes.
2. Prepares staffing rotations based on factors such as staff/workload, collective agreements and budget. Supervises assigned staff by performing such duties as scheduling, developing and coordinating work assignments, In collaboration with manager receives and actions all leave requests, monitors attendance, performance and provides ongoing feedback and performance reviews.
3. In collaboration the manager, assists with the recruitment of staff by reviewing resumes, interviewing applicants and making recommendation for hiring.
4. Orientates staff by developing orientation tools and schedules, providing training for staff, explaining routines and procedures, providing ongoing guidance and monitoring of activities.

5. Participates in the development and ongoing maintenance of resources such as policy and procedure documentation.
6. Participates in continuous quality improvement activities. Investigates unusual occurrences and makes and implements recommendations regarding quality improvement as appropriate.
7. Liaises with other key leaders both internal and external to the organization to ensure timely and effective communication, problem solving and process improvement.
8. Participates on regional and provincial committees as requested to represent clerical support staff concerns and perspectives. This includes information sharing and providing input on clerical processes to support quality improvement and decision making.

9. Assists in development of scheduling and booking procedures with others in various clinical areas to ensure consistency and efficient and effective use of physical and human resources.
10. Assists with budget process by providing input and recommendations on budgetary needs related to staffing, equipment or other resources to the appropriate program manager.
11. As required, performs a variety of daily clinic support functions that are specific to clerical staff.
12. Performs other related duties as assigned.

Qualifications:

Education, Training and Experience
• Grade 12, graduation from a recognized secretarial program including a recognized course in medical transcription and five years’ recent related experience including one year in a supervisory capacity or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to supervise.
• Ability to organize work.
• Ability to operate related equipment.