Richmond Division of Family Practice

Careers with the Richmond Division

RDFP Executive Director

Job Summary:

The Executive Director (ED) is responsible for the overall leadership and management of the Richmond Division of Family Practice (Division), working in accordance with the mission, values, and strategic direction established by the Board of Directors (Board). The ED reports and is accountable to the Board; working closely with the Board Chair on the day-to-day management of the Division. The ED provides leadership, supervision, and mentoring to Division staff, along with co-leadership support to the health authority

Key Accountabilities and Responsibilities

1. Strategic Leadership and Board Support

  • Assess provincial Ministry of Health plans and collaborate with the Board to adapt them for the local practice environment.
  • Gauge and respond to member needs, and work with the Board along prescribed timelines to update and implement corresponding vision and strategic direction frameworks.
  • Ensure the Board is well informed and kept up-to-date with internal and external issues that may impact Division or Board decisions.
  • Act as a strategic advisor and resource to the Board, provide information, guidance, and advice to supplement the decision-making process so that decisions are made on an informed basis.
  • Foster, support, model, or facilitate effective communication between the Board and Division staff/contractors, physician members, Health Authority, and community partners.
  • Support Board succession by assisting with the identification of candidates, the election process, orientation, and ongoing support for incoming and transitioning directors.

2. Operational Planning and Management

  • As the senior leader for the Division, provide vision, stability, and long-term continuity to the organization.
  • Monitor programs and services to ensure consistency with criteria established by funding sources and by the Division mission, vision, and work with staff to implement and execute the strategic plan.
  • Oversee the planning, implementation, quality improvement, evaluation, and reporting of all Division programs, services, and special projects.
  • Prepare proposals with service and funding plans.

3. Financial Planning and Management

  • Work with the Finance Committee to prepare a comprehensive annual budget for Board approval. Ensure a monthly review of expenditures to budget and a detailed quarterly review.
  • Administer Division funds in accordance with the approved budget, maximize resource utilization, monitor the monthly financials and cash flow, alert the Board of risks, and provide mitigation plans as appropriate.
  • Ensure that sound and transparent booking, accounting, and payroll practices are followed.
  • Ensure compliance with all reporting regulations and requirements set out by funders, regulatory bodies, and audit standards.

4. Stakeholder Relations and Communications

  • Initiate and build positive working relationships and collaborative arrangements with key stakeholders such as Vancouver Coastal Health, Ministry of Health, General Practice Services Committee, Doctors of BC, regional Divisions of Family Practice, and other healthcare providers and community organizations involved in improving primary health care.
  • As Division spokesperson, represent the Division’s mission, values, and strategic direction at community meetings and events to strengthen relationships, to progress on goals, and to elevate the Division’s profile.
  • Assume co-leadership roles on initiatives related to overall health system transformation, such as the Division’s partnership with the Health Authority, development of the Richmond Primary Care Network, and quality improvement via the long-term care initiative.
  • Be responsive, flexible, and adaptive on working groups and committees in launching and driving ad hoc projects that respond to evolving member and community need.
  • Approve and oversee the Division communication and marketing activities e.g., member engagement and recruitment, newsletters, website, and emails, and publications.

5. People Management:

  • Steward the values and culture of the Division, foster positive employee engagement, and assume managerial responsibility for building and developing the team. [more general]
  • Take responsibility for the hiring, termination, and contract management of employees.
  • Provide co-managerial support with Vancouver Coastal Health.
  • Support staff in achieving established goals by assisting in conflict resolution, clarification of priorities, providing advice on issues or challenges, coaching, and mentoring, as necessary.
  • Oversee staffing requirements, recruitment, and supervision.
  • Guide and review HR policies, job descriptions, orientation, performance, and staff development and benefits programs.

6. Risk and Office Management

  • Ensure policies, procedures, and contract agreements are in place and reviewed regularly to meet best practice business standards, such as fair contract processes and avoiding conflict of interest.
  • Provide guidance so that organization policies, records management practices, contracts, and commitments meet established protocol.
  • Identify and evaluate the risks to the Division, Board, members, staff, property, finances, goodwill, and image.
  • Implement measures to control risks, oversee risk assessment plan, and review plan at regular intervals.
  • Oversee the general operation and administration of the office including facilities, equipment, services, and supplies.

A Week in the Life

Executive Director, Richmond Division of Family Practice
The Executive Director position is a fast-paced, dynamic, and multifaceted role for a senior health care administrator who is comfortable wearing many hats and adapting to no week ever being the same.

As a Division spokesperson, your week could begin in a collaborative leadership meeting with several leaders within the health authority and Doctors of BC—along with family physicians and patient representatives—to discuss the latest steps in transforming Richmond’s health care system.

Much of this week is earmarked for your work in close partnership with Vancouver Coastal Health partners and the Ministry of Health to adapt overarching provincial plans to local primary care network (PCN) development. During your standing meeting with PCN operations and planning leads, you advise on quality improvement work, review reports and budgets, and discuss strategies to recruit practitioners and to integrate the PCN and team-based care into Richmond clinics. Reports and presentations will need to developed for the upcoming bi-monthly meeting of the PCN Steering Committee.

Next, you meet with two of the lead physicians dedicated to quality improvement throughout Richmond’s long-term care facilities. After the meeting, you arrange for extra administrative support and help to develop communication tools critical to their next initiative.

As an active member of several working groups, you check progress on a multilingual campaign designed to promote health services throughout Richmond’s rich multicultural population, then confirm details about an education series designed to support physician wellness and resiliency.

Communication and administrative meetings with your Division staff focus on troubleshooting and strategizing next steps. Afterward, your scheduled open-door timeslot reserved for staff drop-ins sees one manager popping in to request approval for an unexpected expenditure, and two staff members calling in virtually for coaching on how to approach their projects.

After this month’s Board of Directors meeting where you discuss steps related to new directors coming onboard, you meet with staff and physicians involved in Board-related committee work to assess progress and barriers. You then check on projects related to supporting family physician members with staffing and technology, and confirm plans for the next MOA networking and education event.

Your recruitment team arrives with a report of the number of family physicians, nurse practitioners, locums, and MOAs that have been recruited to Richmond in the past quarter and updates you on an event designed to strengthen relationships with the next batch of medical program graduates. Next, you meet with a facility coordinator to discuss space matching for member physician clinic space, then strategize on how to minimize patient impact due to a physician’s illness and accelerated retirement.

Division Executive Directors throughout the region then connect virtually for local updates and to share lessons and results of successful initiatives that could be adopted in other parts of the province.

The end of this busy (hypothetical) week wraps up with the Division hosting a mini web conference that features member-requested hot topics and showcases new ways the Division is supporting its members.

Qualifications: Required

  • Master-level degree in a related field
  • Five or more years of progressive management experience, preferably in health care and/or the non-profit sector
  • Strong leadership and management experience, preferably in the non-profit sector, including human resource, operations, financial, and change management
  • Strong strategic and business planning experience with ability to think strategically and innovatively
  • Proven project and program planning, implementation, management, and evaluation skills
  • Experience in community engagement and working with member organizations
  • Excellent verbal and written communication, consultative, and interpersonal skills, and proven ability to build lasting, positive, productive, collaborative relationships
  • Ability to work independently and within a team environment, and to effectively motivate and influence others
  • Excellent organizational skills with ability to prioritize and manage multiple tasks to meet commitments and deadlines
  • Professional integrity and good judgment to handle sensitive and confidential matters effectively, and to solve problems or conflict
  • Proficiency in the use of computers: Microsoft Word, Excel, Outlook, PowerPoint, and Internet navigation/research, video conferencing

Qualifications: Preferred

  • Knowledge of the B.C. primary health care system including a good understanding of health regions and primary care. Previous experience working with family physicians, specialists, or allied health professionals
  • Knowledge of the Institute for Healthcare Improvement principles, aims, and evaluation practices (e.g., Triple Aim, continuous quality improvement)
  • Understanding of the major role population health data plays in the work of the Division
  • Understanding of basic interpretation of data collected by members and privacy issues related to data collection and the sharing of information
  • Knowledge of all federal and provincial legislation applicable to non-profit organizations, such as the B.C. Societies Act, Employment Standards Act, Canada Revenue Agency, human rights, and occupational health and safety

Working Conditions

  • The ED position is an in-person role with some flexibility to be virtual, which may require attendance at early morning, evening, and occasional weekend meetings. Travel may be required across the region as well as to provincial meetings. A valid driver’s license and access to a car is required.

COVID-19 Considerations

  • The Division has excellent access to PPE and cleaning supplies, and fully adheres to all WorkSafe and workplace standards regarding COVID-19. The office setting is in an administrative office separate from any spaces designed for patient care.

Competition Opening Date: 07 January 2022

Competition Closing Date: 21 January 2022

Application Instructions: Please send CV and cover letter to careers@rdfp.ca.

Thank you for your interest, only shortlisted candidates will be contacted.