Inter Tribal Health Authority (ITHA)

Job Title:Inter Tribal Health Authority (ITHA)Quality Management and AccreditationCoordinatorJob Category:Non-supervisoryLocation: Nanaimo Travel Required: Occasional requirement for travel (upto 3 times per month). Very occasionalrequirement for overnight travel (up to5 times annually).Contact: Janet Watts, HR Generalist Date posted: April 25, 2012Position Type:Applications Accepted By:Monday to Friday, 35 hours per week.This is a term position to March 31,2014.FAX OR E-MAIL: 250-753-5224 OR janet@intertribalhealth.caPosting Expires: May 11, 2012SUBJECT LINE: Application for Quality Management and Accreditation CoordinatorATTENTION: Janet Watts, HR GeneralistJob DescriptionROLE AND RESPONSIBILITIES – for full description please Click hereInformation Management:Responsible for the day-to-day administration of the controlled records room, including all new record submissions,sign-out of existing records, the organization of records room documentation, and the creation and updating of copybooks within ITHA.Responsible for the administration the ITHA Quality Management System (QMS):o Organizes and maintains all QMS documentation (electronic and physical) including standard operatingprocedures, training records and other related documentation (i.e. policies, protocols, forms, eHealth systemrelated documentation, etc.);o Distributes and audits controlled documents;o Tracks the QMS document review and approval process – required to adhere to privacy legislation and ITHAPrivacy Policy; ando Assigns and tracks the QMS document numbering and change control numbering system (a delegated dutyassigned by the Executive Director, who is also the ITHA Privacy Officer).Manages archival activities for controlled documents including those relating to offsite storage.Drafts procedures, work instructions and forms (i.e. preparation of change control documents, submission ofcontrolled records, records room access and control, etc.).Formats (i.e. MS Word and Excel) “draft” procedures, forms, policies, protocols, etc. submitted for final review andapproval, ensuring consistent formatting of documents that adhere to internally developed templates.Supports the eHealth team in the implementation of SharePoint and once implemented; administer the Quality area(i.e. maintains the QMS electronic file directories and documents, access, etc.)Accreditation:Provides staff, member First Nation Band Administrators and/or Health Directors, and other identified stakeholderorientation on the Accreditation Canada standards, measures and processes.Provides insight and guidance to ITHA staff on how to interpret Accreditation Canada’s requirements and standardsneeded to be achieved, including ITHA’s organizational self-assessment.Develop a Communications Plan to ensure that all relevant parties (e.g., staff, program leads, management, andmember Nations) are kept apprised of the ITHA accreditation progress.Acts as liaison between the ITHA and Accreditation Canada, as well as other identified individuals who arecontributing to ITHA’s accreditation process (e.g. by providing documentation, etc.).Page 1

Inter Tribal Health Authority (ITHA)Identifies and drafts accreditation standards, policies and procedures which need to be written to in order to achieveaccreditation and works with ITHA staff to collect applicable documentation.Identifies tasks and assignments for staff to undertake the Standards Review, as well as areas for qualityimprovements and presents recommendations to the ITHA Management Team for consideration / approval.Ensures all processes required to meet accreditation are tracked and developed in a timely manner including thecreation and completion of ITHA’s “Readiness Checklist”.Supports the ITHA Management team in the development of an Organizational Self-Assessment Team and process.Leads the Organizational Self-Assessment Team made up of staff responsible for implementing the self-assessmentprocess; analyzes results, and makes/presents recommendations to the ITHA Management Team.Organizes site visit(s) preparation activities and act as the secondary point of contact for ITHA while preparing forAccreditation Canada site visit(s), during the site visit(s), and after the site visit(s).Identifies and tracks all areas highlighted by Accreditation Canada Site Auditors/Assessors in the certification reportrequiring improvement or implementation.Ensures that mid-term accreditation reporting requirements are submitted to Accreditation Canada for continuedaccreditation status.All other duties as specified.QUALIFICATIONS AND EDUCATION REQUIREMENTSCompletion of a 2 year Information Management, Records Management or Quality Assurance diploma, plus 3 to 5years experience in an Information Management / Records Management or Quality Management / Document Controlposition.Experience working with accreditation requirements and processes.Knowledge and understanding of the Health Canada’s Accreditation requirements and processes, and knowledge andfamiliarity with the Health Canada’s Accreditations standards, measures and domains.Applied program coordination skills and a basic understanding of project management principles, project statusreporting, as well as a basic working knowledge of Microsoft Project (i.e. able to update project work plans – Ganttcharts, Tasks, etc.).An excellent understanding of document and information management practices.Possess an intermediate ability/knowledge of Microsoft applications (i.e. Word, Excel and Publisher), including theability to develop MS Word templates and document formatting (i.e. styles, template creation, etc.).Strong communication skills – effectively communicate with various audiences verbally (i.e. provide program andproject coordination support, guidance and training on document control procedures, accreditation – orientation,requirements, audit outcomes, etc. to ITHA staff, program leads, accreditation Canada, member nations, etc.); and inwriting (i.e. develop / maintain high-quality documentation – procedures, work instructions, training materials,meeting minutes, reports, the preparation of informative and accurate reports on program progress, etc.).Ability to collaborate effectively with staff members, ITHA member First Nations, government personnel and other“key” stakeholders, as well as an ability to organize, motivate and coordinate groups across the organization.Possess a strong work ethic with excellent interpersonal, time management, organizational and multi-taskingcapabilities.Have an understanding of First Nations culture and practices.ADDITIONAL NOTESValid Class 5 BC drivers’ license and good driving history.Will require completion of a Criminal Records check.Page 2