Clinical Coordinator-Administration and Transitions

Job Description

Job Description

Job Description

Clinical Coordinator – Administration and Transitions

 Number of Openings:1Division:Community Support ServicesFull/Part Time/Casual:Part-timeProgram:Assisted Living Unit, Transitional Care Bed Program, Responsive Behavioural UnitRegular/Temporary:PermanentLocation:Hamilton-First PlaceUnion:Non-unionHours of Work:Days 8 am-4 pm / 9 am-5 pm
*Average 45 hours bi-weeklyPosting Date:September 3, 2025Closing Date:Until FilledWages:$30.55 - $49.63 Dependent on experienceFrench Language Skill Requirement:N/AThis position will have on call responsibilitiesThis posting is for a current vacancy. POSITION SUMMARY:
The Clinical Coordinator – Admin & Transitions (CC-AT) is responsible for providing administrative support as well as supporting various client transitions in a Retirement Home/Assisted Living care setting.  The CC-AT plays a vital role in supporting new clients and their families during various points of change into and/or out of the program.  This role is responsible for ensuring smooth, compassionate and well-organized transitions including care planning, and serves as a liaison between clients, families, internal care team, external partners, and various other stakeholders. 

This role is also critical to the smooth day-to-day program operations through the provision of effective, efficient and client centered administrative duties.  The CC-AT is responsible for ensuring excellence in program quality, compliance to regulatory requirements, continuous improvement initiatives, and overall program services.  The CC-AT assists in the development of clear practices, protocols and strategies for effective program administration.  This role helps to ensure an environment that prioritizes compassion, health, wellbeing, independence, excellence and safety for all.

The CC-AT works in direct support of the Clinical Nurse Manager – CSS First Place, collaborates with the Operations Manager – CCC First Place, and may provide either clinical, administrative and/or operational back up to these two roles as necessary.  Through the day-to-day work, this role will also support the Sr. Director – CSS in their corporate strategic initiatives, program and quality objectives, continuous improvement and client satisfaction goals.  The CC-AT will also engage as a liaison between the program and head office as necessary.

CORE DUTIES AND RESPONSIBILITIES

Transitions and Client Services

• • Engage as the first point of contact for community referrals
  • Conduct pre-admission assessments and consultations, understanding individual needs
  • Participate in the development of transition plans and client care plans in compliance with medical, emotional and logistical considerations
  • Serve as the primary point of contact for transitioning clients and their family/caregivers
  • Facilitate information and orientation requirements, provide compassionate guidance and support with a client centered approach to new clients
  • Support and liaison with other program staff including Clinical Nurse Manager, Operations Manager, front line staff, and other team members, in the interest of the client care needs
  • Collaborate with external service and care providers, make arrangement in keeping with the needs of the client as necessary
  • Monitory client’s transition into the program during their initial days, offer support and guidance in cases where transitions are less smooth, escalate concerns appropriately
  • Assist clients in understanding the services and activities available to them within the program, as well as within the community
  • Support client events, activities, and wellness initiatives as needed (e. g. Flu shot clinic, celebration events)
  • Foster positive relationships with clients and their family/care givers, and engage as a facilitator between clients, care teams and community partners
  • Managing Warm Transition Protocol
  • Educate and supervise delegated acts as requested
  • Schedule and organize client appointments
• Supports the Clinical Nurse Manager as their emergency back-up, collaborates effectively with them in day to day operational/clinical needs

Administration / Operations

• Maintain accurate clinical program records including preferences, care needs and other client centered information, in keeping with all privacy and confidentiality requirements
• Maintain program filing and other required documentation management
• Coordinate the program’s legal and regularity compliance requirements, including but not limited to: RHRA inspections, mandatory staff training, emergency drills, public health requirements etc.
• Administer corporate and program policy changes, communicate updates and changes as necessary to all staff
• Participate in program data collection, key performance indicator tracking, metrics and report generation
• Offer continuous improvement suggestions, participate in corporate and program improvement initiatives
• Track and report on client transition outcomes, participate in transition meetings
• Participate in the delivery and review of Client Experience Surveys
• Coordinate the program Hand Hygiene audits, as well as other clinical audits required
• Take an active role in intern-disciplinary team communications, meetings and actions.   Engage in positive team-based approaches in the best interests of the client.
• Support the program HR needs in the areas of payroll, vacation scheduling, staff scheduling recruitment and onboarding of new staff. 
• Participate in outbreak and emergency management actions as needed
• Conduct facility tours as needed, promote SJHC as a quality service provider
• Complete subsidy applications for clients

• Supports program managers in student placement programs
• Supports program managers in Hamilton City Housing relationships and building needs
• Coordinating the ordering of program supplies

• Assisting the CNM-FP in setting up meeting space/equipment for clinical training or meetings
• Monitor and support program occupancy goals
• Supports the program needs in areas such as clinical training, clinical best practices etc. 

•  Effectively interpreting and administering Collective Agreements, policies, procedures and other compliance items, applying these effectively to operational practices
• Participate in team huddles, bring forward relevant items for discussion, support program Mangers as needed
• Facilitate and encouraging positive communication between all parties including clients, family, care teams, etc.
• Maintain high levels of confidentiality, ensuing documentation and sensitive information is kept in a secure and controlled manner
• Identify administration needs, developing plans in co-operation with program managers
• Optimize administrative practices to ensure the program is operating in an efficient and fiscally responsible manner
• Participating in SJHC conference calls, meetings or discussions, or other internal working groups, as required
• Other duties as required

CORE COMPENTENCIES

• Regularly demonstrates our mission, vision and values:
  1. Support compassionate care, faith and diversity
  2. Deliver quality care, pursue and share knowledge, respect diversity, remain faithful
  3. Commit to working everyday with dignity, respect, service, justice, responsibility and enquiry
• Ability to work collaboratively with others; sharing expertise and drawing on the expertise of others
• Actively promotes a healthy, supportive and inclusive work environment
• Proactively contributes to initiatives, supporting and encouraging positive change
• Ability to engage in effective problem solving, possess logic and analytical thinking
• Skilled at thinking about creative solutions to complex problems
• Solid team-based approach to everyday work activities
• Superior communication skills both verbal and written, with an excellent customer service mind set
• Positive and professional, with a “can do” attitude
• Willingness to regularly go the extra mile and actively support co-workers
• Ability to demonstrate leadership and mentoring skills, to motivate and help others grow
• Strong knowledge of quality outcomes and streaming processes in order to find efficiencies
• Superior organizational and planning skills
• Proven ability to be detailed oriented
• Maintaining on-going compliance to corporate policies and procedures, health and safety regulations, and relevant external standards
• Participating fully in both internal and external training requirements
• Participating fully in corporate quality initiatives
• Maintaining the privacy and confidentiality of all personal health records (including both client and personal), and following all the privacy and confidentiality requirements of any and all electronic medical record systems used (including but not limited to Procura and HPG)

QUALIFICATIONS:
 

• University level degree or diploma in Nursing from an accredited college/university, required
• Current and unrestricted Registered Nurse license, required
• Member in good standing with Ontario College of Nurses, required
• 3-5 years of previous experience in a nursing role, required
• Experience working in a retirement home, long term care home, preferred
• Unionized work environment experience, an asset
• Strong knowledge of the Retirement Home Care Act, preferred
• A current Ontario driver’s license in good standing, required
• Proficiency in MS office software including excel spreadsheets, required
• Knowledge of community support services, Home Care community, post-acute care or LTC, required
• Familiar with clinical scheduling software, preferred

St. Joseph’s Home Care is an equal opportunity employer, committed to equity, inclusiveness, and diversity across all our programs, practices, facilities, and team. AI is not used in our recruitment processes for the selection of candidates.

If you require any accommodations during the recruitment process, such as alternate formats of materials or accessible meeting rooms, please inform the hiring manager before your interview. Should you wish to conduct your interview in French, kindly contact our head office to arrange this in advance.

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