Board Relations Coordinator (RFT 1.0 FTE)

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

Job summary

The Royal is seeking a Board Relations Coordinator to provide governance and administrative support to the Board of Trustees. This role includes preparing meeting materials, taking minutes, and ensuring compliance with governance standards. Ideal candidates will possess strong administrative experience and a depth of knowledge in governance processes. The position offers a chance to contribute to the mental health sector in Canada.

Benefits

Equal opportunity employer

Accommodations available for disabilities

Qualifications

• Five years of senior administrative experience, three in governance support.
• Ability to summarize complex information and coordinate multiple mediums.
• Bilingual (French/English) preferred.

Responsibilities

• Prepares agendas, minutes, and meeting materials.
• Supports all activities of the Board of Trustees and its committees.
• Advises on governance best practices.

Skills

Governance

Interpersonal Skills

Project Management

Minute Taking

Organizational Skills

Education

Three years college diploma in business administration

Governance certification

Job description

Position Information

Posting Number: ROM25-197E Title: Board Relations Coordinator (RFT 1.0 FTE) Position Status: Regular Full-time FTE: 1.0 Job Schedule: Days/Evenings Department: Board of Trustees Union: Non-union Site: Royal Ottawa Mental Health Centre Number of Vacancies: 1

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

Reporting to the Chief Operating Officer, the Board Relations Coordinator, under direction, is responsible for providing the effective delivery of services, including governance and administrative, to the members of the Board of Trustees (The Royal Ottawa Health Care Group) and all associated committees. The Board Relations Coordinator ensures the preparation of all Board and Committee meetings, developing timely agendas, minutes, presentations and reports. The incumbent supports Senior Leadership Team (SLT) members and Board members on The Royal’s bylaws enquiries and required revisions. As a recording secretary to the Board and its committees, provides insight, continuity and follow-up on action items and business arising as well as oversees the process of official documents going to and from the Board. They will also provide administrative support to the Board of Trustees as required.

Duties

Board Support Accountabilities

• Supports all activities of the Board of Trustees and its committees including; room and equipment booking, refreshments (where appropriate), notifications to board, committee members, SLT and internal/external presenters
• Prepares and assembles agendas, meeting packages and calendars; attends agenda review meetings, noting and making changes to agendas as reviewed and discussed
• Tracks new referred and postponed items, ensuring that all documents, reports and correspondence are accurately provided.
• Sends out notices of meetings along with material related to agenda items to members, news media and other interested parties
• Attends Board and committee meetings and takes extensive and exacting minutes of these meetings and proceedings, summarizing, documenting decisions, actions and directives.
• Coordinates the preparation, distribution, archiving and public posting of board and committee materials, including ensuring the appropriate approval of reports prior to posting
• Extracts and composes, (from notes of committee proceedings), materials requiring formal referral to the Board of Trustees, committees or staff concerned
• Responds to inquiries from the public, staff or Board members concerning the proceedings of the Board of the actions and committees
• Maintains accurate and timely rosters for the Board of Trustees and all committees, working with appropriate staff to identify and fill committee vacancies
• Maintains accurate attendance records for all Board and committee meetings; tracks Board Member committee assignments
• Prepares/coordinates other logistical duties for Board Members, including parking, per diem, committee member mileage reimbursement, website information, hospital directories, membership application and fees, confidentiality agreement, access to board portal and other legislative requirements
• Independently composes correspondence requiring the application of specialized knowledge
• Maintains confidentiality and neutrality in recording conflicting and controversial viewpoints in discussions of sensitive public issues
  
  

Governance

• Advises on best practice in governance, risk and compliance
• Leads related activities to ensure compliance with relevant legislation and regulation
• Prepares correspondence and responds to inquires related to Board governance issues for or on behalf of the Board
• Manages and supports Board governance processes, including coordinating the Board director recruitment and nomination process; Board orientation and education; developing and implementing guidelines, criteria, instruments to evaluate individual member and overall Board performance
• Maintains accurate and complete files
• Interprets and utilizes work instructions, rules, regulations, policies and procedures
• Revision of bylaws when required
  
  

Research

• Performs special research as requested by the Board of Trustees, committees and staff
• Researches, compiles and summarizes a variety of materials
• Generates, maintains and troubleshoots department area of the Board Portal
  
  

Other Accountabilities

• Works in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of The Royal
• Ensures a work environment that is conducive to The Royal’s Anti-Racism, Discrimination and Harassment-Free Workplace and Occupational Health and Safety policies
• Supports the Board members with respect to bylaw revision and enquiries
• Other duties as assigned
  
  

Qualifications

• Three years college diploma in business administration, legal clerk, paralegal, or a related field. Governance certification is an asset.
• Five years of senior administrative or office experience that has provided a significant degree of initiative and independent judgement; three years of which must be in Governance support of a hospital board, commission, advisory committee of similar group is preferred
• Knowledge of functions and role of a governing Board of Trustees, including protocol of Board and committee meetings
• Knowledge of web information management and trouble-shooting
• Knowledge and experience in a regulated environment, preferably healthcare
• Knowledge of minute taking, standard office practices & procedures, office equipment, indexing and filing systems and standard formats used in typing official documents.
• Knowledge and understanding of not for profit bylaws and application of Ontario hospital legislation
• Accurately types and utilizes word processing applications to produce finished documents from rough copy, abbreviated longhand, speedwriting, shorthand notes or machine transcription all of which may include technical terminology
• Uses tact and discretion in establishing cooperative working relationships with the public, department heads and board and committee members.
• Availability to attend offsite and evening meetings are required
• Ability to summarize complex information, coordinate multiple mediums
• Ability to organize work, sets priorities and follows up on assignments with a minimum of supervision, meets critical deadlines and maintains attention to detail
• Ability to work independently and work cooperatively in a team situation
• Ability to utilize a high degree of independent judgement, skill and political sensitivity
• Highly developed interpersonal problem-solving skills
• Excellent project management skills including the ability to plan and collaborate with others
• Demonstrated time management skills
• Experience in writing briefing notes and policies required
• English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset.
  
  

Salary Range: 36.80 to 45.05 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• Please apply by clicking on the Apply button below.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.