STATEMENT OF PURPOSE

Under the direction of the Administrative Director, JICC, the Administrative Manager will be responsible for general management; policy and workflow development and implementation, preparation for accreditation/Q&S inspections, inventory and supplies management, staffing and supervision the auditing of operational and clinical policies in place at JICC.

The administrative managers are expected to provide cross cover for the following departments within JICC including Medical Oncology and Radiation Oncology, Breast Program and Inpatient Oncology Clinical Programs as needed.

In addition, the works entails working closely with the physicians, nursing, allied health professionals and other non-clinical staff members to ensure a quality-based, customer-oriented work flow of the practice areas. Drawing on a broad understanding of Hospital practices and policies, and displaying a high degree of initiative and independent judgment, collaborates closely with physicians and center leadership to continually assess and direct a wide range of issues, including operational, personnel, facilities and systems issues, programmatic development, long-range planning and project development.

Works in collaboration with other Administrators outside of JICC to consolidate and coordinate activities and functions.

MAJOR DUTIES AND RESPONSIBILITIES

(A) Clinic Operations and Patient Experience (75%)

1. Assist the Administrative Director and Deputy Clinical Operation Director in establishing Center patient workflows and clinical standard operating procedures (SOPs). Evaluates, initiates, and implements various Center systems and procedures and revises them as necessary to maximize efficiency.

2. Ensures SOPs are properly categorized, maintained/updated as required

3. Ensures SOPs are audited and responsible for coordinating the reporting output into JICC stakeholders/Q&S committee for review

4. Supports the Administrative Director in the development of management system and committee structure

5. Services as a point person for Division environmental issues related to repairs, cleaning, directories, signage, security, etc. Establishes and enforces fire and safety regulations for the center, following established protocols, and ensuring compliance with Hospital guidelines.

6. Ensures Cancer Center Level Scheduling guidelines are implemented, maintained and routinely monitored.

7. Coordinates with IT and FM to arrange for hardware/software installation, troubleshooting, system access, etc.

8. Collaborates with Nursing Leadership of the Center to achieve a seamless continuum of care

9. Actively participates in the development of Clinical Pathways and leads on the coordination of Tumour Boards, peer review processes within JICC

10. Supports compliance to hospital accreditation and government regulations

11. Effective supplies and inventory management of clinical supplies to ensure smooth service delivery

12. Ensure that physician, nursing, and support staff are apprised of Cancer Center activities and initiatives and that Cancer Center administration and support staff are apprised of issues related to the Center

13. Actively participates in clinical huddle and develop strong working relationships with the clinical team and allied health professionals within JICC

(B) Facility Planning and Project Development (25%)

14. Lead/coordinates special projects as may arise from time-to-time.

15. Provides administrative support for renovations of department areas, providing plans for the best utilization of space for developing new programs, programs in growth of phase out and changing technology

16. Serves as JICC Division Representative for Center and Hospital for committees, projects, etc.

JOB REQUIREMENTS

(A) EDUCATION, TRAINING AND EXPERIENCE

• Bachelor’s Degree required in health care administration or an oncology related degree

• Minimum 3 years of relevant experience working in a healthcare setting

• Fluent in both Mandarin & English, additional languages are desirable

• Prior supervisory experience with administrative support staff preferred.

• Prior experience working with physicians and nurses in a managerial capacity preferred.

(B) Skills

• Excellent influencer with strong communication and interpersonal skills

• Excellent attention to detail

• Resilience and ability to work under pressure with leadership, physicians, nurses

• Strong empathy skills and able to relate to clinical teams’ concerns on a one-to-one and group basis.

• Strong sense of fairness in dealing with personnel at subordinate, peer, and superior levels.

• Must have the ability to be function in a fast-paced environment and manage competing demands effectively.

• Acutely aware of the importance of patient and staff confidentiality when handling sensitive issues

• Ability to demonstrate leadership potential by take initiative and exercise judgment required.

• Basic PC skills (MS Office, Windows).

(C) PROFESSIONAL LICENCE

Desirable and keep up to date any clinical/professional license if there is one including physicists, therapists, nursing etc.

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