Executive Assistant, Medicine And Quality

Who are we looking for:
Are you looking for a new and rewarding senior leadership challenge in healthcare? Interior Health has an exciting opportunity for Executive Assistant in the community of Kelowna. We are looking for people who want to make a difference in the communities in which they live, work and play. Relocation allowance will be provided, apply today to join our amazing team.
Some of the benefits of joining Interior Health:

• An attractive remuneration package
• Excellent career prospects
• Employer paid training/education
• Employer paid vacation
• Medical Service Plan
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Municipal Pension Plan
• Work-life balance
• Relocation Allowance

The Okanagan's largest and liveliest population centre, Kelowna, is one of Canada's most popular vacation destinations and home of the legendary Ogopogo, the Okanagan’s own version of the Loch Ness Monster. With such a perfect lakeshore community, it is easy to believe that Kelowna is known to some as the Summer City. Summer smiles and glistening water year round will entice you to explore this amazing community. If you enjoy water sports - sailing, house boating, kayaking, windsurfing and fishing - you may never want to leave Kelowna. Downtown Kelowna offers a spectacular landscape of lake, mountains and parks, with a wide range of cafés, continental and ethnic restaurants and noisy nightclubs to choose from as well as unique shops and boutiques, heritage buildings and modern architecture, art galleries and museums, music and live theatre, and even a symphony and ballet.
How will you create an impact:
The Executive Assistant, Medicine and Quality:

• is responsible for the effective coordination of and support for the work of the VP, Medicine & Quality.

• acts as the primary contact/liaison between the VP and all key partners, both internal and external to the Health Authority (including other Health Authorities, the Ministry of Health [MOH], national bodies, professional organizations, community partners, and physicians) to promote effective communication and decision-making.

• assists the VP with policy development, revision, implementation, and monitoring within the overall context of the Interior Health (IH) and Medical Staff governance models.

• is responsible for developing and implementing processes to track complaints, disciplinary issues, and legal matters.

• manages delegated project activities on behalf of the VP.

• performs research/literature reviews on clinical/administrative issues as required.

• liaises with various members and levels of the portfolio with a focus on integrating, coordinating, and standardizing portfolio activities.

In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.
What will you work on:

• Fulfills all Administrative Assistant functions for the VP.

• Coordinates and manages the day-to-day activities, schedule, and travel arrangements for the VP.

• Develops and fosters collegial partnerships internally and externally with individuals, groups, and organizations on behalf of the VP.

• Liaises internally and externally on all medical staff; Quality, Risk & Accreditation; and Medical Affairs issues.

• Where necessary, provides advice and direction to other IH staff and physicians regarding portfolio functions.

• Drafts correspondence on behalf of the VP for various internal and external partners such as SET, the Health Authority Medical Advisory Committee (HAMAC), the IH Board, and the MOH.

• Develops reports for the VP (including issues briefs, decision briefs, activity reports, and financial variance reports) and assists with the development of resulting action plans.
• Collaborates with corporate counsel and government legal advisors as necessary.

• On behalf of the VP, monitors and regularly reports on portfolio plans and progress towards goals.

• Participates with other key partners to ensure the timely completion of business cases, operational reviews, policy development, and contract agreements.

• Initiates and performs research and/or literature reviews on clinical and/or administrative issues as required.

• Develops and implements tracking processes for complaints, disciplinary issues, and legal undertakings within the portfolio.

• Assists the VP with the compilation of required information for addressing complaints, disciplinary issues, and legal undertakings; maintains these confidential files.

• Provides resource officer and administrative functions for the Board Quality Committee and the Executive Medical Group:

o ensures timely and effective responses to emerging issues;
o ensures an effective process to track agenda topics, decisions, action items, and follow-up plans;
o prepares draft agendas and materials for the Board Quality Committee, liaises with the Board Resource Officer, and ensures all documentation is reviewed and approved by the required deadlines.
o liaises with the Board Resource Officer to provide Board Quality Committee documentation to the Board and receives Board correspondence to the Quality Committee.
o attends and acts as a recorder for the Committee meetings and prepares the minutes for submission to the Board Liaison Officer.

• Performs other duties as assigned.

Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the BC Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).

Education, Training and Experience

• A two-year post-secondary certificate in office administration or a healthcare-related field with one or more disciplines in Health Care Administration.
• Five to seven years of related work experience.
• Experience in building and maintaining relations with physicians, senior executives, and officials.

LEADS Capabilities
Demonstrates all LEADS Capabilities, in particular:

• Leads Self/Cultural Agility – self-awareness, demonstrates character; noticing and adapting to cultural uniqueness to create a sense of safety for all.
• Engages Others/Empathy – communicates effectively; listens with heart rather than reacting.
• Achieves Results/Process Orientation – takes action to implement decisions, follows culturally respectful processes that also produce results.
• Develops Coalitions/Building a Trust-Based Relationship – builds partnership and networks to create results, demonstrates a commitment to customers and service, participating in open exchanges of experiences and culture.
• System Transformation/Credible Champion – demonstrates systems/critical thinking, strategically oriented to the future, champions & orchestrates change, remains self-aware and maintains effective relationships.

Skills and Abilities

• Possess a high degree of tact, diplomacy, and the ability to maintain confidentiality.
• Ability to accept and assume responsibility, work without direction and under pressure, meet deadlines, problem-solve, make well-informed decisions, use initiative and judgment to develop courses of action that are results-oriented, and anticipate and respond to changing priorities.
• Possess excellent interpersonal skills and the ability to communicate clearly and effectively verbally, in writing, and as a facilitator.
• Ability to perform as an integral part of a senior team, interacting effectively with others both internal and external to the organization including the public, elected officials, and senior staff from all levels of government.
• Ability to record and compose minutes accurately and effectively.
• Fluent in the use of meeting technologies including voice, video and web conferencing, and audio visual systems.
• Possess excellent keyboarding/word processing and computer application skills (including Word, Excel, PowerPoint, Outlook, and other programs) required to fulfill responsibilities. Productively use technology where appropriate and conduct information searches.
• Physical ability to perform the duties of the position.

Interior Health strives to create an environment where you enjoy the work you do, the place where you work, and the people around you. Together, we create great workplaces. Apply today!