Operations Manager

Position Description:

Reporting to the Program Director, the Operations Manager plays a critical role in ensuring the smooth day-to-day operations of interdisciplinary team-based care in First Nation communities. This position plays a central function across multiple teams encompassing administrative functions, data management and intake, as well as quality improvement involving two Electronic Medica Records. This position will manage a mid-size team of non-clinical staff. The position will be responsible for optimizing workflows to ensure the delivery of quality care across all client-based services which includes primary care and mental health and addictions programs and services. The Operations Manager is also responsible for compliance with program policies and procedures, workflows, regulations, and the implementation of strategic initiatives to improve efficiency and service excellence.

Position Title:                   Operations Manager (new position)

Department(s):                Health, and Behavioral Health

Term:                                 Full time Permanent

Starting Salary:                 90,000 with benefits and HOOPP pension plan

Location:                           240 Veterans Drive, 3^rd Floor, Kenora, Ontario

Reports to:                       Program Director

Duties and Responsibilities:

Clinic Operations

• Oversee and manage daily operations to ensure seamless functionality within clinic settings and the administrative team.
• Monitor patient flow and clinic schedules to maximize efficiency and minimize wait times.
• Develop and implement standard operating procedures to improve service delivery and operational effectiveness.
• Ensure the availability and maintenance of medical equipment, supplies, and facilities
• Monitor clinic budgets, ensuring alignment with organizational goals and operational needs.
• Review financial statements and reports to track clinic performance, identify variances, and recommend corrective actions.
• Assist in identifying and planning for asset replacement requirements, ensuring equipment and resources remain functional and up to date

Staff Management

• Recruit, train, supervise, and evaluate administrative staff.
• Foster a positive and collaborative workplace culture that promotes teamwork and excellence.
• Develop staffing schedules to ensure appropriate coverage and address any workforce gaps.
• Conduct regular team meetings to communicate clinic updates and address staff concerns.

Compliance and Quality Assurance

• Ensure the clinic operates in compliance with all applicable laws, regulations, and accreditation standards.
• Work in collaboration with the QIDDS
• Maintain accurate records and documentation related to licensing, certifications, and staff credentials.
• Develop and monitor quality assurance programs to improve patient outcomes and satisfaction.
• Address patient complaints regarding administrative staff and resolve operational issues promptly.

Collaborate with Nursing Manager

• Partner with the Nursing Manager to align schedules of admin staff with nursing and Interprofessional Healthcare Provider (IHP) schedules with clinic demands, ensuring adequate coverage and efficient patient flow.
• Review and adjust staffing plans to address changing patient volumes, provider availability, and operational priorities.
• Collaborate to develop and implement strategies that promote patient-centered care and enhance the quality of clinical services.
• Facilitate communication between administrative and clinical teams to resolve workflow issues and maintain seamless day-to-day operations.
• Participate in joint meetings to assess operational needs, discuss performance metrics, and plan for future improvements in care delivery.

Collaborate with Program Management Staff

• Provide briefings to Program Managers and Directors on the overall operation of administration, and data management of client based services
• Engage with Program Managers and Directors to ensure the efficient delivery of operations that support client based services across the organization
• Ensure that services flow smoothly on site of KCA’s Community Wellness Hubs located in First Nation communities
• Liaise with the Organizational Excellence Officer to ensure that all operations and workflows incorporate accreditation, IPAC, and related standards

Position Requirements:

Qualifications

• Diploma in Healthcare Administration, Business Management, or a related health care field and/or minimum of 3-5 years of experience in healthcare operations, with a focus on primary care or outpatient settings.
• Strong leadership and team management abilities.
• Excellent organizational, problem-solving, and decision-making skills.
• Proficiency in Electronic Medical Records (EMR) systems, in particular, EMHware and Telus PS Suites
• Strong interpersonal and communication skills
• A strong understanding of privacy regulations. Privacy Officer training is considered an asset – the organization is willing to train.
• Previous experience directly supervising staff is considered an asset.

Working Conditions and Hour of Work

• 40 hours per week schedule
• Standard business hours are Monday through Friday 9:00 am to 5:00 pm, with clinical and frontline staff starting between 8:00-8:30 am due to travel to First Nation communities.
• Office-based, shared work environment with occasional remote work as needed.
• Some evening or weekend hours may be required during system upgrades or emergencies.

Physical Requirements

• Must be able to sit or stand for extended periods
• Regular screen use
• Must be able to independently stay focused and on task
• May require occasional lifting of IT equipment (up to 20-40 lbs.)
• Driving up to an hour and a half to First Nations in the Kenora area

We are looking to grow our teams with people who share our energy and enthusiasm for creating the best experience for our clients and within KCA. 

Please forward your resume, cover letter and three references to:

Human Resource Department

Kenora Chiefs Advisory

P.O. Box 349- 240 Veterans Drive, 3^rd Floor

Kenora ON P9N 3X4

Fax: 807-467-2656

Email:  resume@kenorachiefs.org

*We thank all that apply, but only those selected for an interview will be contacted

**Position open until filled

*** Traditional practices involve burning sacred medicines including tobacco, sweetgrass, sage and cedar within the work setting