Administrative Manager

EHN Canada is the nation’s largest private network of industry-leading mental health, trauma, and addiction treatment facilities, each with a passion for providing quality treatment for Canadians. We are committed to both caring for our patients and supporting their loved ones. With over 100 years of collective experience, our inpatient, outpatient, and online programs are offered across the country, providing essential compassionate care to patients wherever they are. EHN Canada prides themselves on providing both excellent and accessible care to all Canadians. Learn more at ehncanada.com

Be part of the work that’s changing lives.

Position Summary:    

Under the direction of the Executive Director the Administrative Manager will be able to anticipate and take initiative and work both independently and collaboratively as needed. Great interpersonal skills and the ability to exercise good judgment in a variety of situations is also a must for this position. As a professional, the Administrative Manager must be able to perform several basic administrative tasks as well as prepare correspondences, reports, presentations, and assist the Executive Director in all duties. The Administrative Manager will have the knowledge and skills to help research and compile data, meet or liaise with individuals and groups inside or outside of the company, and will have a role in establishing and coordinating the implementation of company policies. 

The Administrative Manager is responsible for the provision of confidential administrative services including support to the senior management team and people leaders, facility issue coordination with maintenance, special projects, administrative support services and other support services to the Company. The Administrative Manager is the primary point of contact for internal and external communications on all matters pertaining to the office of the Executive Director. This position is responsible for providing administrative support and managing, preparing, and tracking highly confidential documentation and information. The Administrative Manager directly manages the administrative support team. The Administrative Manager also acts as the Facility’s Privacy Officer.

Responsibilities: 

• Administrative support to the Executive Director and Senior Management Team
• Writing and development of policy and procedures, RFP’s and contracts as directed 
• Daily, weekly, and monthly statistical analysis of bed counts, patient demographics, admission, discharge and completion rates, as well as outcome studies 
• Trend Analysis for incident reporting and variance exceptions including ensuring timely reports to Island Health 
• Act as back up to submit Serious Incident Reports to Island Health in a timely manner
• Act as Licensee Contact and liaison with Island Health as delegated by the Executive Director
• Assist Executive Director in the preparation for and maintenance of accreditation, act as accreditation site lead 
• Assists in the planning and preparation for meetings, special events, promotions and professionals training 
• Assists with the creation and refinement of new presentation materials including the creation of PowerPoint presentations and the revision of handouts, proposals, and reports 
• Assist in arranging for flights and accommodation for EHN staff and Edgewood visitors where needed
• Implements, maintains, and reviews the Company’s policies, programs, and priorities
• Acts as the Facility’s Privacy Officer ensuring compliance with legislation in respect of the collection, disclosure and use of confidential patient and staff information, including breaches of privacy and confidentiality
• Schedules and attends confidential meetings, prepare agendas, and transcribe or distribute minutes as required
• Oversee the administration team, including day-to-day operations, hiring, orientation, scheduling, supervision, training, performance evaluation, and corrective actions or discharge when necessary
• Developing, reviewing, analyzing, and improving administrative system, policies, and procedures 
• Work interdepartmentally to provide purposeful administrative team support
• Ensures departmental staff provide a high level of customer service to staff and clients while promoting the safety, privacy, and security of clients, their information, and belongings
• Ensures administrative staff promote the safety and security of the building
• Oversee records management on site, including collecting, organizing, and storing client and staff information using electronic and physical filing systems

Qualifications: 

• Completion of grade 12 supplemented by some post-secondary certification in business administration and a minimum of 5 years of experience in a position of comparable degree and responsibility. Considerable experience in an executive support role or senior administrative assistant role; OR an equivalent combination of experience and education may be considered.
• Demonstrated experience in privacy law, human resources, records management, administrative services and data collection.
• Ability to work in high-pressure situations.
• Exceptional verbal and written communication skills.
• Conflict resolution, interpersonal, and change management skills
• Superior attention to detail, records and data management and computer skills including competency in word processing, spreadsheet, database, presentation tools, and email.
• Must be proficient with computers and a variety of software including Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, etc.
• Well-developed organizational and time management skills.
• Ability to work without supervision under rigorous conditions of confidentiality.
• Ability to work varying and extended hours.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, partner groups and community agencies.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to exercise sound judgment, tact and diplomacy in processing confidential matters and materials.
• Proven ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. 
• Knowledge and understanding of CARF and Accreditation Canada accreditation procedures 
• Knowledge related to Community Care and the Residential Care Regulations 
• Knowledge related to the BC Employment Standards Regulations 
• Knowledge of PIPA, FIPPA, PIPEDA 
• Outstanding problem-solving skills, with the ability to manage multiple projects and deadlines simultaneously  
• Ability to anticipate and take initiative to work independently or collaboratively as needed  
• Enjoy working under ambitious timelines 
• Experience with graphic design an asset 
• Adaptability, creativity, innovation 

Employee Benefits and Perks:

· Comprehensive benefits package, including a yearly allowance of $1,500 for mental health and addiction services, as well as $500 per service for various paramedical services, such as massage and physiotherapy

· 24/7 Employee Assistance Program through LifeWorks

· Competitive paid time off policies, including a paid day off on your birthday

· Access to in-house fitness facilities where applicable or discounted external gym memberships

· Remote or hybrid work models for eligible employees

· Perks and discounts with Perkopolis – entertainment, home/auto/pet insurance

· Personal and professional development through our Education Support Assistance program

· Nationwide presence allows for supportive relocation opportunities

· Defined Benefit pension through CAAT with up to a 4% employer contribution

· Maternity and parental leave top-up

· Access to discounts at Kids & Co. Daycare

EHN Canada is an employment equity employer. If you should require accommodation during the interview process, please contact Human Resources.

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