Job Summary 
The position is a full-time opportunity to join the Burnaby Division of Family Practice (BDFP) in the capacity of a Primary Care Networks (PCN) Administrative Coordinator. This position is an integral part of the Burnaby PCN team. Working with, and under the supervision of the Burnaby PCN Senior Manager and PCN Clinical Operations Lead, the PCN Administrative Coordinator will be responsible for providing day-to-day administrative, operational and project support for Burnaby PCN programs, projects and meetings. 

Job Description

Key Responsibilities
The PCN Administrative Coordinator will collaborate on and contribute to a variety of PCN administrative, operational and project-related needs including, but not limited to:

Actively supporting the operations of PCN Central Intake – the centralized system for referrals from primary care providers to all Burnaby PCN Allied Health services. This will include:

• Utilizing the Electronic Medical Record (EMR) system to process incoming PCN referrals and related documents.

• Supporting efforts to train PCN staff (including Allied Health providers and MOAs) in effectively and securely utilizing the EMR system 

• Screening referrals to ensure patients meet administrative eligibility criteria before assigning them to relevant Burnaby PCN Allied Health services/clinicians

• Communicating professionally with primary care providers including family physicians (FPs), nurse practitioners (NPs), primary care clinic staff, Urgent and Primary Care Centres (UPCCs), local hospitals, as well as other health care professionals, health care organizations, and community social service providers and partners as necessary

• Responding to enquiries from the public and health care providers about Burnaby PCN service offerings and eligibility criteria 

• Contributing to, and coordinating the review and refinement of Burnaby PCN forms and documents

• Participating in the development of materials to ensure smooth operations such as process/workflow documentation and FAQ documents 

• Actively participating in Burnaby PCN service evaluation (collecting and compiling data) for all Burnaby PCN programs for the purpose of PCN reporting and decision-making

• Faxing, scanning, filing and copying highly sensitive documents

• Answering phone calls, checking phone messages, and responding to email messages in a professional and timely manner

• Performing other duties, as required

 

Contributing to the smooth and effective delivery of PCN services, programs and projects by:

• Organizing meetings including scheduling, booking rooms, setting up basic technical requirements, distributing meeting materials, catering, etc.

• Preparing meeting materials including agendas, minutes, presentation slides, and reports

• Supporting the development, refinement and updates to PCN communication materials including PCN Service Information Sheets, PowerPoint presentations, brochures, newsletter articles, board reports, etc. 

• Coordinating and participating in meet-and-greets with primary care providers

• Communicating and liaising (with professionalism and courtesy) with all Burnaby PCN stakeholders including BDFP staff, primary care providers, allied health professionals and community agencies

• Managing administrative functions such as updating staff directories, maintaining supply inventory, printing and filing program materials, updating staff bulletin boards, etc.

• Acting as a rotational site lead for the PCN Allied Health Hub spaces (opening and closing duties; safety procedures, etc.)

• Performing other duties, as required

 

Qualifications

Education

• University degree in a relevant discipline such as (healthcare, administration, communication or business) and a minimum 2 years’ experience leading and/or coordinating projects, collaborating with multiple stakeholders in a healthcare setting; an equivalent combination of education and experience may be considered. Previous experience working with Prime Care Networks (PCNs), or other primary care services is an asset.

 

Experience

• Minimum two (2) years related administrative and/or coordination experience; experience in a health care setting preferred

• Demonstrated advanced computer proficiency using MS Office applications (Word, Outlook, Excel and PowerPoint)

• Experience managing client-facing customer relations

• Knowledge and experience in health care; experience in primary care an asset

• Experience using an Electronic Medical Record (EMR) (e.g. Med Access or MYLE EMR) is an asset

 

Preferred Skills & Attributes

• Collaborative, responsible, professional, team-player 

• Highly adaptable; comfortable working in an ever-evolving fast-paced environment

• Strong time management skills

• Proven organizational and priority management skills 

• High attention to detail

• Ability to work well independently and within a diverse, multi-disciplinary team

• Ability to speak, read and write fluently in English

• Strong verbal and written communication skills; clear, concise and professional

• Excellent interpersonal and customer service and public relations skills; can build rapport quickly in-person and virtually (phone and video calls)

• Demonstrated ability to meet deadlines and honour commitments

• Maintains confidentiality and able to handle sensitive and confidential assignments with tact and diplomacy

• Physical ability to carry out the duties of the position

• Participate in maintaining a healthy and safe work environment

 

Additional Information 
This position will require travel between three different sites in Burnaby: the Burnaby Division of Family Practice Office located at 4211 Kingsway, Burnaby, BC V5H 1Z6 as well as the two Burnaby Primary Care Networks Allied Health Hubs in the Brentwood and Edmonds neighbourhoods. The candidate will be expected to be able to work from all sites on various days in a month. 
This role is hybrid and requires four (4) days onsite, with one (1) virtual day. 
This is a full-time role and standard hours of work for this position will be 37.5 hours per week 8:30 AM – 4:30 PM. To respond to business needs, the ideal candidate will be flexible to occasionally work outside of normal business hours such as early mornings, evenings and weekends as needed. 

Salary: $65,000 – $67,000 per year 

Burnaby Division of Family Practice is committed to building a workforce that is representative of the people we serve, as well as promoting diversity, anti-racism, inclusion, accessibility, merit, respect and equity in the workplace. of work.
We invite all interested people to apply, especially people with disabilities, Indigenous people, Black people, people of colour, people of diverse ethnic and cultural backgrounds, diverse sexual orientations, and diverse gender identities and expressions. 
Please send a resume and cover letter to hr@burnabydivision.ca with email subject: PCN Administrative Coordinator, Burnaby Division of Family Practice