Operations Manager

Kenora Chiefs

Northwestern Ontario

Hybrid

CAD 81,000 - 99,000

Full time

14 days+

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Benefits offered by this job

Benefits and HOOPP pension

Job summary

Kenora Chiefs in Kenora, Ontario, is seeking an Operations Manager to oversee day-to-day operations across administrative, data management and clinical support for primary care and behavioral health services.

You will lead a mid-size non-clinical team, optimize workflows, ensure compliance with accreditation standards, and collaborate with the Nursing Manager to align admin and clinical schedules.

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.
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.
Understanding of privacy regulations; Privacy Officer training is a plus.

Responsibilities

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.
Collaborate with Nursing Manager to align admin and clinical schedules and ensure adequate coverage.

Skills

Leadership

EMR proficiency

Organizational skills

Communication skills

Privacy regulations

Education

Diploma in Healthcare Administration or related field

Tools

EMHware

Telus PS Suites

Job description

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, 3rd 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