Board Relations Coordinator (RFT 1.0 FTE)

The Royal Mental Health Centre; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading mental health organization in Ottawa is seeking a Board Relations Coordinator to provide governance and administrative support to the Board of Trustees. The role involves preparing meeting materials, tracking items, and ensuring compliance with legislation. The ideal candidate will have a diploma in a related field, extensive administrative experience, and strong organizational skills.

Qualifications

• Five years of senior administrative experience, with at least three in governance support.
• Knowledge of Board functions and Ontario hospital legislation.
• Experience in writing briefing notes and policies; bilingualism is an asset.

Responsibilities

• Prepares agendas, meeting packages, and takes detailed minutes.
• Supports activities of the Board of Trustees and committees.
• Advises on governance best practices and manages governance processes.

Skills

Organizational skills

Communication skills

Project management

Time management

Education

Three-year college diploma in business administration, legal clerk, paralegal

Job description

Reporting to the Chief Operating Officer, the Board Relations Coordinator, under direction, is responsible for providing effective services, including governance and administrative support, to the members of the Board of Trustees (The Royal Ottawa Health Care Group) and all associated committees. The Coordinator ensures the preparation of all Board and Committee meetings, developing agendas, minutes, presentations, and reports. They support Senior Leadership Team (SLT) members and Board members on bylaws inquiries and revisions. As a recording secretary, they provide insight, continuity, follow-up on action items, and oversee official documents' circulation. They also provide administrative support to the Board of Trustees as required.

Duties:

• Supports activities of the Board of Trustees and committees, including room and equipment booking, refreshments, notifications, etc.
• Prepares agendas, meeting packages, and calendars; attends review meetings and updates agendas.
• Tracks referred and postponed items, ensuring all documents are accurate.
• Sends notices and materials related to meetings to members and interested parties.
• Attends meetings, taking detailed minutes and documenting decisions and actions.
• Coordinates preparation, distribution, archiving, and posting of materials, ensuring approval prior to posting.
• Prepares and composes materials from notes, referring issues to the appropriate bodies.
• Responds to inquiries regarding proceedings and actions of the Board and committees.
• Maintains accurate rosters, attendance records, and tracks committee memberships.
• Coordinates logistical duties for Board Members, including parking, reimbursements, and access to resources.
• Composes correspondence requiring specialized knowledge.
• Maintains confidentiality and neutrality in discussions of sensitive issues.

Governance:

• Advises on governance best practices, risk, and compliance.
• Supports compliance with legislation and regulations.
• Manages governance processes, including recruitment, orientation, and evaluation.
• Maintains accurate files and interprets policies and procedures.
• Revises bylaws as needed.

Research:

• Performs research requests by the Board, committees, and staff.
• Compiles and summarizes materials; manages the Board Portal.

Other Accountabilities:

• Works in compliance with safety, anti-racism, and workplace policies.
• Supports bylaws revisions and inquiries.
• Performs other duties as assigned.

Qualifications:

• Three-year college diploma in business administration, legal clerk, paralegal, or related field; governance certification is an asset.
• Five years of senior administrative experience, with at least three in governance support of a hospital board or similar group.
• Knowledge of Board functions, protocols, and Ontario hospital legislation.
• Experience with web information management, minute-taking, and office procedures.
• Ability to type accurately, use discretion, and work independently or in a team.
• Availability for offsite and evening meetings.
• Strong organizational, communication, project management, and time management skills.
• Experience in writing briefing notes and policies; bilingualism is an asset.