Administrative Director

ADMINISTRATIVE DIRECTOR

Job Description

Reports To: IWHC Toronto’s Board of Directors

Direct Reports: Management Team

Role of the Administrative Director:

The role of the Administrative Director is to contribute to and support the objectives of IWHC Toronto (the “Centre”) in equitable, effective, collegial, and professional ways in the areas of leadership, organizational planning and strategy, financial oversight, day-to-day operations, human resources management, and internal and external Partner relations.

This may be achieved through the performance of specific tasks, provision of managerial oversight and decision-making for all areas of the organization and/or provision of backup functionality to cover for other Management Team members.

Responsibilities:

Responsible for daily clinic operations, including staff supervision, medical service providers supervision, budget management, ensuring regulatory compliance and coordinating patient care.

Liaison between Toronto Public Health, City of Toronto (key funders), sister clinics such as Birth Control and Sexual Health Clinic and Hassle Free Clinic.

Liaison between patients, medical staff and other stakeholders to ensure a high standard of care and a positive clinic environment.

Liaison between the Centre and the service providers: (IT, Phone, Internet, and other vendors)

1. LEADERSHIP/HUMAN RESOURCES MANAGEMENT:

A. Hiring and Training: Recruit, hire and train new staff members, medical service providers, provide ongoing training and professional development.

B. Supervision: Oversee staff performance, conduct evaluations and delegate task to ensure efficient operations.

C. Review of all contracts: Regularly review all contracts, job descriptions, and related documentations are up to date and consistent with Employment Standards Act (ESA) guidelines and all other applicable labour laws.

D. Collaborate and discuss staffing needs: to ensure hiring initiatives target communities served and identified to be served.

E. Prepare, Organize and Lead all Program Meetings, Management Team Meetings, Medical Service Providers Meetings and Board of Directors Meetings.

F. Scheduling: Oversee staff schedules and assignments to ensure adequate coverage and smooth daily operations.

2. ADMINISTRATIVE AND OPERATIONAL DUTIES:

A. Financial Management:

I. Stay up to date with the financial health of the Centre and lead in its fiscal planning oversight.

II. Budgeting: lead, create, monitor and manage the clinic’s budget, including financial planning and expenses and resource allocations.

III. Knowledge of the Centre’s internal financial process to facilitate payroll submission, physicians and supplier payments, governance and other regulatory payments, income receipt from funders and other funders as well as birth control and antibiotic sales, donations, etc., manage these processes in communication and cooperation with other members of the management team and the Centre’s accounting firm.

IV. Inventory: Oversee the clinic’s inventory supplies and equipment including purchasing and maintenance.

V. Review funding reports (City reporting) and all City of Toronto documents.

1. Quarterly Financial Report to the City
2. Quarterly Statistical Report to the City
3. Quarterly Invoices to the City
4. Property Tax Rebate

B. Operations and Compliance:

I. Daily Operations: Oversee the day-to-day functioning of the clinic to ensure it runs smoothly and efficiently.

II. Policies and Procedures: Develop, implement and maintain policies and procedures to enhance patient care, operational efficiency and staff performance, for Staff and Medical doctors.

III. Regulatory Compliance: Ensure the clinic complies with all relevant healthcare regulations, laws and standards.

IV. Prepare funding Reports (City reporting) and process and review all City of Toronto documents. Toronto Public Health governance is followed, policy, and so on. V. Manage and process renewal of Centre benefits and insurance.

V. Manage and process renewal of Centre Insurance (General Insurance (business)

VI. Facilitate Budget Projections/Preparations

C. Patient Care Services:

I. Patient Flow: Monitor and optimize patient flow to improve service delivery and patient satisfaction.

II. Patient Feedback: Address patient concerns and feedback to enhance the overall patient experience.

III. Care Coordination: Coordinate with healthcare providers, sister clinics (Hassle Free and Birth Control and Sexual Health Clinic) to streamline workflows and improve patient care plans.

D. Communication and Administration:

I. Liaison: Act as a liaison between medical staff, administrative teams, patients and their families.

II. Facilities and Equipment: Maintain clinic facilities, equipment and technology systems

(TELUS – EMR, website, and other IT)

E. Internal and External Partner Relations:

I. Prepare, present and/or participate in meetings, information sessions and other collaborative initiatives and communications with the Centre’s internal and external partners including but not limited to:

a. IWHC Toronto Management Team members, staff, physicians, volunteers and clients

b. The Centre’s primary funder – Toronto Public Health and the City of Toronto

c. The Centre’s fee-for-service funder – The Ontario Ministry of Health and Long-Term Care

d. The Centre’s sister clinics – Birth Control and Sexual Health Centre and Hassle Free

e. IWHC Toronto’s community partners and collaborators

f. Medical Service Providers.

II. Prepare, present and/or participate in audio, video, print and online interviews or general information stories with national, international, local, and independent media.

III. Prepare, present and/or participate in audio, video, print or online promotions and advertising and outreach for the Centre.

IV. Prepare, present and/or participate in events, panels, meetings, outreach and education as a representative of the Centre and our client’s interest.

V. From time to time and as required, prepare, lead and/or participate in the review and revision (as needed) of IWHC’s internal and external Partner relation engagement and activities with the Centre’s Management Team.

Qualifications:

1. Post-secondary degree in Health Administration, Business Administration, or a related field.
2. Minimum 5 years of progressive leadership experience in healthcare administration, public health, or a related non-profit environment.
3. Proven expertise in financial management, human resources, and organizational governance.
4. Strong interpersonal and communication skills, with the ability to build and maintain collaborative relationships across diverse stakeholder groups.
5. Demonstrated commitment to equity, inclusion, and culturally responsive healthcare delivery.