Job Description
Title: Program Coordinator, Greater Napanee Health Home
Reports to: Manager, Primary Care
Position Type: Full-Time Permanent (35 hours/week)
Salary: $33.18 - $39.04 per hour
Vacancy Status: New Vacancy
Location: Napanee
Position Summary
The Program Coordinator supports the Manager in overseeing the day-to-day operations of the Greater Napanee Health Home clinics. The Coordinator helps ensure the efficient delivery of clinic services, coordinates staff schedules and workflow, and supports ongoing program development to meet the needs of the clients and teams. The coordinator is responsible for a wide range of administrative and logistical responsibilities as well as overseeing the clinical space ensuring compliance with relevant policies and procedures (e.g., considerations for safety, infection control, quality improvement initiatives, and ensuring excellent client service).
The role involves working collaboratively with multidisciplinary teams, community organizations, hospitals, and regional health and social service providers to improve access to care and strengthen service delivery across the rural catchment area. The Coordinator also works closely with the Manager and Director to support operational priorities, quality improvement initiatives, strategic planning, and the ongoing development of clinic services to meet community needs.
Benefits:
- Vacation, Personal Days, Sick Days and Education time
- Health Care of Ontario Pension Plan (HOOPP)
- Extended Health Benefits come into effect after three months of employment in this position: Health and Dental Coverage, Life/Accidental Death and Dismemberment Insurance, Long-Term Disability Coverage and an Employee Assistance Program
Key Responsibilities
Planning, Implementing and Evaluation
- Support the Manager and Director in coordinating daily operations across multiple primary care clinic sites.
- Contributes to the development and implementation of operational plans, workflows, and service delivery processes to improve efficiency and patient care.
- Monitor operational needs and identify opportunities for quality improvement in clinic efficiency, patient flow, communication, and service coordination.
- Provide recommendations to Manager to support client-centred, evidence-based programs aligned with best practices.
- Supervises administrative staff and provides the manager support in recruiting and orientation of new team members
- Assists with tracking operational metrics, and reporting requirements.
Clinic Operations and Management
- Coordinate staffing schedules and assist with coverage planning across clinic sites.
- Maintain schedules, vacation approvals, calendars, and operational documentation.
- Support onboarding and administrative setup for new staff, students, and volunteers.
- Coordinate and support meetings (clinic, leadership, staff, and working groups), including agenda preparation, minute-taking, and follow-up actions.
- Assist with ordering supplies, processing invoices, and tracking operational expenditures within scope.
- Help maintain efficient clinic workflows and administrative processes to support patient care.
- Troubleshoot operational issues and escalate concerns to the Manager as needed.
- Maintain site-specific procedures and ensure alignment with organizational policies (privacy, safety, and documentation standards).
- Support implementation of systems, tools, and processes that enhance clinic operations and communication.
- Provides administrative and coordination support to the Occupational Health and Safety team, including but not limited to maintaining site specific processes, assisting with incident reporting, and supporting the implementation of health and safety initiatives.
Relationship Building and Collaboration
- Work collaboratively with managers, physicians, clinicians, administrative teams, and external partners.
- Build and maintain strong working relationships across clinic sites.
- Act as a key administrative and operational contact for clinic teams and stakeholders.
- Support coordination across sites to promote consistency in service delivery.
- Participate in committees, meetings, and organizational initiatives as required.
Communication & Coordination
- Support clear and consistent communication across clinic sites, including operational updates and administrative notices.
- Assist in developing and maintaining resources such as forms, templates, and process documents.
- Coordinate distribution of communications, meeting materials, and updates.
- Support process improvements related to communication, scheduling, and workflow efficiency.
- Assist manager in communicating operational changes, initiatives, and organizational priorities.
Organizational Responsibilities
- Comply with all relevant legislation and KCHC policies, including privacy laws
- Commits to acquiring an understanding of the importance of trauma responsiveness and the impact of Adverse Childhood Experiences (ACEs)
- Commits to demonstrating an ongoing commitment to Equity, Diversity, Inclusion, Indigenization and Accessibility (EDIIA) by representing the diverse nature of our communities, promoting and practicing inclusion
- Supports consistent application and development of KCHC policies and procedures
- Supports KCHC’s student and volunteer placement programs
- Promotes awareness of and participation in KCHC activities
- Demonstrated commitment to continuous learning and quality improvement
- On occasion, perform other temporary duties as required
Basic Education and Experience Requirements
- Post-secondary degree or diploma in related field.
- 2+ year’ program coordination or project coordination experience with progressive responsibility in community or health setting;
- Experience in project or program development, implementation, monitoring, and evaluation
Knowledge, Skills and Abilities
- Evidence of high levels of organization, time management and communication skills, (oral and written, for a variety of audiences);
- Ability to work cooperatively and problem solve using effective negotiation and people management skills in a team based environment;
- Proficiency in the use of computers and relevant software applications, including EMR (Telus PS Suite), MS Office and Online Appointment Booking systems.
- Strong planning skills. Ability to develop and achieve measurable improvements/ outcomes on a project basis;
- Ability to work in a fast-paced environment requiring on-going priority setting, multi-tasking situations and frequent interruptions;
- Awareness of, and ability to support, provincial and federal privacy regulations;
- Demonstrated ability to attend work on a regular basis
Other Requirements
- This position may require rare and occasional evening and weekend work, as necessary;
- Current and satisfactory Criminal and Vulnerable Persons Check;
- French or other language skills are an asset.
As a registered professional, to abide by and be accountable to the ethics and standards set out by the relevant regulatory body of the profession. All KCHC staff have a duty to understand and follow KCHC policies, uphold high ethical and professional standards, and maintain confidentiality and privacy, using tact and good judgment in all dealings with other staff and clients.
At Kingston Community Health Centres (KCHC), we understand that the work of Equity, Diversity, Inclusion, Indigeneity, and Accessibility (EDIIA) is ongoing. We are dedicated to being accountable, transparent, and responsive to the holistic needs of the communities we serve. We will continue to listen, learn, and take meaningful action to ensure that our policies, practices, and services create an environment where everyone, regardless of their identity or circumstances, can thrive.
We actively encourage individuals from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, persons with disabilities, and those who identify as members of the 2SLGBTQI+ communities, to apply to KCHC. Our commitment to EDIIA is a living practice, one that evolves as we grow and learn together. We pledge to contribute to building a system that is equitable, diverse, inclusive, accessible, and welcoming for all.
KCHC is an equal opportunity employer, respecting and embracing the needs and diversity of our employees. If you require accommodation to fully participate in the hiring process, please notify Human Resources.
Kingston Community Health Centres, 263 Weller Ave. Kingston ON, K7K 2V4 www.KCHC.ca
