Coordinator, Administration and Volunteer Resources (Auxiliaries)
What you'll do
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, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the, Manager, Volunteer Services the Coordinator, is responsible for reception duties and providing administrative support to the Manager, Volunteer Services and to the Auxiliaries for BC Children’s Hospital, and BC Women’s Hospital. The position is also responsible for the day-to-day maintenance, scheduling and administration of volunteer service programs including recruitment, training and supervision of volunteers. The Coordinator manages the daily operations for the patient support and/or service programs including monitoring revenue and expenses and developing buying plans. The Coordinator assists the Manager, Volunteer Services in the promotion and implementation of volunteer services internally and in the community
Answers all incoming enquiries and responds to requests for general information, donations, and volunteer reassignment and schedule changes.
Schedules committee meetings for Auxiliaries and other committees as requested. Ensures collation, printing and distribution of reports.
Opens, directs and/or reads routine mail/messages to ensure prompt response by appropriate parties. Provides and/or acquires supporting documentation, and composes and signs routine correspondence.
Monitors and orders stationary and office supplies, maintains filing system, and creates and monitors department appointments, meetings, and presentations.
Maintains volunteer database and records such as spreadsheets, schedules, donation information, correspondence, Auxiliary membership fees, and receipts and departmental statistics. Collects Auxiliary membership dues, issues receipt and maintains records for auditing purposes.
Maintains and manages department petty cash allocations including expenditures and reimbursement requests and reports to PHSA. Acts as signing authority on behalf of the department for routine expenditures. Assists with budget development, monitors expenditures and reports on variances.
Provides support to Hospital by screening applicants, conducting interviews and reference checks and selecting appropriate individuals for volunteer assignments. Provides orientation and training to volunteers, ensuring criminal records check compliance and completion of PHSA Privacy training. Supervises volunteers, monitors performance, follows up on any issues or concerns and take appropriate disciplinary action.
Maintains and updates volunteer schedules, and manages volunteer coverage by staffing Auxiliary Gift Shops with on-call volunteers as required. Provides monthly reports regarding attendance and absenteeism.
Manages the daily operations within the designated volunteer check- in stations, ensuring that volunteer vests, name tags and identification are prepared and available for all volunteers.
Manages all bookings, and monitors and tracks revenues received from the site- wide Vendor Program.
Works with Manager, Volunteer Services to ensure services provided by volunteers are meeting established objectives and outcomes.
Assists Managers in developing the budget for their specific program area by reviewing anticipated expenditures, and providing recommendations.
Communicates with volunteers to ensure they are kept up-to-date on procedural and program changes through newsletters, memos, emails and meetings.
Reviews and recommends new and updated volunteer job descriptions, procedures and guidelines within volunteer services.
Plans and implements volunteer recognition events and activities which are appropriate to each demographic. Responds to requests for references and provides letters of confirmation validating volunteer hours, assignments and activities.
Manages a variety of donor relationships for in-kind and monetary contributions, and works closely with the Hospital foundations to determine appropriate donor stewardship
What you'll bring
A level of education, training, and experience equivalent to a Diploma in a related field supplemented by course work in advanced word processing, spreadsheet and database applications, and two years of related experience including at least one year of experience supervising volunteers in a health care setting.
Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and to be flexible to meet and adapt to changes in organizational priorities.
Ability to exercise good judgment, plan and organization.
Communicate effectively both verbally and in writing including the ability to respond diplomatically to both internal and external inquiries.
Supervise and provide guidance and direction to others.
Work as a team member in a cooperative and supportive manner.
Interact with a variety of people and personalities and to provide motivation and encouragement to volunteers.
Demonstrated teaching skills.
Ability to take initiative and work with minimal supervision.
Physical ability to perform the duties of the job
What's in it for you
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.
Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth and development.
Access to more than 2,000 in-house training programs.
Enjoy a comprehensive benefits package, including municipal pension plan.
12 annual statutory holidays with generous vacation entitlement and accruement.
Perks include onsite fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more
Job type Regular Part Time
Location Vancover, BC
Closing date 1/25/21
Hours of work Mon, Tues, Wed
Reference number 102988
What we do
BC Women's Hospital + Health Centre (BCW) bcwomens.ca is dedicated to improving the health of women, newborns and families through a comprehensive range of services, research and education.
PHSA plans, coordinates and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.
PHSA is committed to employment equity and hires on the basis of merit, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, backgrounds and experiences, and value a safe, inclusive and welcoming environment.