Administrative Coordinator – Family Support Services

Administrative Coordinator – Family Support Services

Location: Abbotsford Hospice & Hybrid

Reporting to: Director, Family Support Services

Job status:  Permanent Part-time 0.75 FTE (56.25 hours bi-weekly)

Compensation: $56,712 – $62,149 (pro-rated to 0.75 FTE)

We want our staff to “thrive” not just survive, so Canuck Place is committed to living our values of care exceeding not just minimum wage but living wage in B.C. This means that regardless of role our entry level salary is a minimum of $25.64 per hour equivalent to $50,000 full-time annually.

ABOUT US

Canuck Place Children’s Hospice (CPCH) is British Columbia’s recognized pediatric palliative care provider. For over two decades, through the many programs and services we provide, we have made a significant difference in the lives of children with life-threatening illnesses and the families who love them. Be part of a talented and innovative team that takes pride in supporting and providing the highest quality pediatric palliative care.

It is the expectation for all roles across the organization to know the organization’s philosophy of pediatric palliative care and uphold a commitment to further ones knowledge. Our philosophy of pediatric palliative care is as follows: Pediatric palliative care improves quality of life, promotes comfort, and reduces suffering for children with life-threatening conditions (serious illness) and their families through a holistic approach addressing; physical, emotional, social and spiritual needs. It is collaborative person & family-centered care delivered using a team-based approach throughout the continuum of care across all ages and stages of illness, including bereavement. It values choice and honest and compassionate communication.

At Canuck Place we understand that uniqueness is powerful. We hold each other accountable for an inclusive environment where employees feel empowered to share their experiences and ideas and know that they belong. We believe diversity drives innovation and the best pediatric palliative care for children and their families therefore we welcome that every person brings an individual perspective and experience to advance our mission. We have more work to do to advance diversity and inclusion and we are building a culture where difference is valued. We have a commitment to inclusion across gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity and disability status, to ensure our team members are empowered to bring their full, authentic selves to work. All staff are encouraged to contribute their perspective and lived experience through our internal employee groups such as Care 4 the Caregiver, Culture, DEIB (Diversity, Equity, Inclusion & Belonging), Green Team, Truth and Reconciliation and Wellness Committees.

WHY SHOULD YOU CHOOSE TO WORK HERE?

Canuck Place careers are full of connection, community, and care. We aim to nurture a supportive culture rooted in compassion, collaboration and support while providing expert care to children and families. Our team includes individuals with a special blend of sensitivity, compassion, and appreciation for life. Canuck Place is where no moment is missed. A place where you can make a difference.

We offer competitive compensation and a benefits package focusing on wellness and self-care that includes:

• 20 days’ vacation (pro-rated to your full-time equivalency)to start with ongoing annual anniversary increases up to an organizational maximum of 45 days
• Up to two paid mandatory wellness days a year
• Generous paid leave including compassionate and special leave when you need it
• Municipal Pension Plan (MPP)
• 100% employer paid benefits package from your first day which includes extended health and dental and $1,500 annually for counselling
• Health and Wellness Spending account that provides up to $1,000 annually to ensure you can focus on the benefits that are important to you and your family
• Flexible working options
• Free meals on-site at the hospices
• Continuous paid training and development opportunities so everyone has the opportunity to learn new skills and grow
• Ongoing parental support including top up for maternity and parental leave and paid leave for new grandparents

YOUR ROLE

JOB SUMMARY

Under the direction of the Director, Family Support Services, the Administrative Coordinator supports a variety of administrative functions including calendar support, scheduling, meeting organization and support, information management etc. for the Counselling and Family Engagement teams. Supports the development and documentation of administrative and operating processes for the newly formed Family Support Services portfolio.  A high degree of professionalism, compassion and ability to act as a positive ambassador for the department and organization is crucial. This is a hybrid role, preferably working on-location at the Abbotsford hospice 3 days/week. 

RESPONSIBILITIES

• Provides administrative support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner.
• Manages calendars and schedules meeting for the Family Support Services Director and other clinical leaders as requested
• Organizes meetings for counseling and family engagement, sets up virtual meetings, meeting rooms, video conference equipment. Key coordinator for virtual meetings. Records and disseminates meeting minutes as required.
• Responds to incoming telephone and email requests for Counseling and Family Engagement and directs inquiries to appropriate individuals.
• Supports data and information-collection processes as needed for Counseling and Family Engagement teams.
• Supports creation and maintenance of schedules, including clinical, on-call, vacation etc.
• Supports Family Support Services team communication and information management; includes developing efficient information-sharing processes using available tools/applications (Confluence, Teams, or similar).
• Supports development and documentation of Family Support Services administrative and operating processes. Applies a continuous-improvement mindset; identifies opportunities to refine processes and makes process improvement recommendations to the Director
• In coordination with other administrative roles, supports the needs of Family Engagement processes and time-limited projects
• Supports management of mailing lists and communication direct to families
• Maintains an organized electronic filing system for the Counselling and Family Engagement programs.
• Orders inventory supplies as needed
• Submits Finance information/reports as needed.
• Collaborates with administration team to provide back up and cross-coverage as needed

• Assumes other related responsibilities, as assigned.  

EDUCATION AND EXPERIENCE

• A level of education, training and experience equivalent to a Diploma in Project Management, Administration or Bachelor’s degree in Health, Education, Communication and/or related discipline
• Three (3) to five (5) years’ experience or an equivalent combination of education, training and experience.
• Thinks analytically and conceptually; questions and challenges the status quo to identify issues, solve problems and design and implement effective processes across systems and stakeholders.
• Works well independently as well as a member of a team with changing priorities.
• Creates an engaging environment where others have meaningful opportunities and the resources to fulfill their expected responsibilities.

QUALIFICATIONS

What you bring to the role:

• Excellent verbal and written communication skills
• Commitment to excellent customer service and family centered care in a fast-paced, diverse and emotionally sensitive environment
• Ability to communicate with internal and external partners in a manner that promotes positive and respectful relationships.
• Ability to handle sensitive and confidential information; exercises high level of judgement, tact and discretion in both internal and external interactions.
• Strong administration support skills, including business correspondence
• Well versed in MS Office (Outlook, Word, Excel, Teams etc.)
• Familiarity with creating and editing online team workspace sites, such as Confluence, Sharepoint, etc. 
• Detail oriented and maintains high level of organizations
• Adept at handling multiple priorities while maintaining attention to detail
• Calm, professional, pleasant demeanor particularly in the face of distractions, shifting priorities and stressful situations
• Demonstrated ability to work independently, as well as a collaborative member of an interdisciplinary team
• Experience in similar environment (health care, non-profit) is an asset
• Valid driver’s license and clear driving record will be an asset

You have:

• High integrity; creativity; balance, good judgment and objectivity; high vision and conceptual capabilities; consultative, facilitate and collaborative; sense of humor.
• Excellent time management skills.
• Demonstrates flexibility that allows you to work with high energy, creative people.
• Able to thrive and effectively manage priorities in a changing, ambiguous environment.

Please note:

• Evidence of Health Canada approved vaccinations must be provided prior to your first day of work.
• Flexibility is necessary, as this position may require occasional weekend and evening work and travel within and outside the Lower Mainland.

RECRUITMENT PROCESS

We understand that the recruitment process is not a one size fits all, our inclusion values and flexibility extend to your hiring experience.  Canuck Place is committed to providing inclusive access and accommodations throughout the application and selection process. We are continuously working to improve our systems, policies, and practices to ensure our employees, in all their diversity, can succeed. Should you require accessibility accommodation through the recruitment process, please contact our People & Culture team at recruitment@canuckplace.org and we will work with you to meet your needs.

Canuck Place Children’s Hospice hires on the basis of merit and is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons, visible minority group members, persons with disabilities, people of all sexual orientations, genders and gender identities, members of the 2SLGBTQIA community.

APPLICATION PROCESS

Please submit your cover letter and your resume at https://www.canuckplace.org/about-us/careers/. This position will remain open until filled. We thank all applicants for their interest; however, only those candidates who have been short-listed will be contacted.