Description
SUMMARY OF THE POSITION
Reporting to the Executive Director, the Director Corporate Services ensures and contributes to the planning organization, coordination, implementation, control, on-going evaluation and reporting of all corporate services functions.
These corporate service functions include the development and up-dating of the Board of Director’s by-laws and legislation affecting the organization, the provision of support for the effective and efficient functioning of the operation of the Board of Directors, the role and services of the Corporate Secretary to the Board of Directors, the maintenance of corporate archives and the corporate and administrative documentation centre, the information management of board-level contracts and other legal documents, the maintenance of management information systems for corporate purposes, the organization’s policies and procedures management system, Cree translation services, legal services.
The incumbent further insures the line management of the human, material, financial and information resources within their jurisdiction with the functional collaboration of the Assistant Executive Director (AED) of Administration.
SPECIFIC FUNCTIONS
Strategic Responsibilities
• Contributes to the planning, and ensures the organization, coordination, implementation, control, on-going evaluation and reporting within the incumbent’s jurisdiction of Corporate Services according to the Cree Board of Health and Social Services of James Bay (CBHSSJB) By-law No. 8 and the laws and regulations in effect concerning corporate services in the CBHSSJB.
• Ensures the management of information regarding current relevant MSSS laws, regulations and norms for health and social services establishments or organization and all other information within the jurisdiction of corporate services.
• Contributes to the planning and ensures the updating, organization, coordination, implementation, control, and reporting of the organization’s policies and procedures management system.
• Contributes to the planning and ensures the production of the organization’s annual and cyclical objectives, annual report and other board-level reports.
• Ensures a process, in collaboration with others, to ensure that all necessary organizational policies and procedures are in place, up-to-date, distributed and archived.
• Contributes to ensure that the programs and services provided respect the principles of Miyupimaatisiiun and are based on respect and autonomy of individuals and communities, Cree culture and tradition.
• Assumes the mandates and responsibilities, which are entrusted to the incumbent as related to communications and sees to their application in their role.
• Ensures support to the organization’s managements and staff in their responsibilities related to corporate services, with technical expertise, advice and services.
Operational Responsibilities
• Contributes to the development and updating of the organization’s corporate services, including the corporate services’ policies, programs and services.
o Ensures the identification of the needs of the organization’s corporate services; and,
o Ensures the carrying out of required analyses for corporate services planning and operations.
• Contributes to the planning and ensures the line management accountability, organization, coordination, implementation, control, and reporting for:
o The role and services of the Corporate Secretary to the Board of Directors;
o A management information system (MIS) for corporate service needs, in collaboration with others [i.e. corporate-level performance indicators and other statistic as well as the management of the organization's annual and cyclical objectives (operational planning)];
o The corporate archives and the corporate and administrative documentation centre.
• Ensures, within a corporate administrative project management information system (CAPMIS), a clear information method to record and follow-up on all resolutions, directives, decisions and actions arising from each board-level file, project and meeting, and distributes and informs concerned people of same.
o Ensures, within the CAPMIS, that the deadlines for all board related required reports, completed files and actions, arising from board annual cycles, resolutions, directives and decisions, and government laws and directives are known by the concerned people. Submits deadline progress reports to the Executive Director.
o Ensures the timely production of certified board resolutions and directives, and the recording of such in the CAPMIS.
• Ensures the operational maintenance, updating and management of the CAPMIS and documentation centre for board-level files, and legal archives, with the collaboration and support of the Administrative Assistant to the Chairperson and the administrative support to the Executive Director and the Assistant to Executive Director.
• Ensures the centralized access to documentation for the organization in Alfresco, the document management platform.
• Contributes to the planning and ensures the organization, coordination, implementation, control and reporting of the organization’s translation services.
• Collaborates in the planning, and contributes to the organization, coordination, implementation, control, and reporting of the organization’s legal services, in support of the Executive Director.
CBHSSJB Committee Management and Representation Responsibilities
• Ensures the organization and support for the effective operation of the meetings of the Board of Directors and its committees, councils and other meetings as requested by the Executive Director through scheduling, arrangement of accommodations, notification, assisting in the preparation of the agenda, advance distribution of materials, recording and distribution of minutes, corporate administrative project management of follow-up items and decisions, and the contribution of ideas and information.
• Prepares, in collaboration with the Administrative Assistant to the Chairperson, budget plans for submission to the Executive Director for the operation of the Board of Directors. Ensures the implementation management of the same.
• Ensures the management of the Board of Director’s election process, all in accordance with the regulations in effect.
• Maintains the lists of all Board Committees and their members.
• Communicates, links and provides appropriate information, within specified parameters, to relevant people, departments and groups, within and from outside the organization, regarding the status of board-level files, decisions, policies, and information arising from meetings of the Board of Directors.
• Contributes to the development and updating of the Board of Director’s by-laws, and legislation affecting the organization.
• Ensures the provision of support regarding the Executive Director's responsibilities for the effective and efficient functioning of the operation of the Board of Directors.
• Assists the Chairperson in their responsibilities for the functioning of the Board of Directors, as directed by the Executive Director. In the case of questions, it is the Executive Director, as line supervisor, who responds.
• Collaborates with the Administrative Assistant to the Chairperson (Planning Program Research Officer) in their support of the Office of the Chairperson. Ensures a clear delineation of roles in the tactical planning.
Resources Management Responsibilities
• Facilitates the efficient people management of the Direction in part by:
o Providing guidance and support in order to ensure the Direction is able to reach organizational objectives.
o Supervising direct reports, identifying their training and development needs as well as conducting periodic performance evaluations.
o In collaboration with the management team, defining long term objectives for the Direction and ensuring they are achieved.
• Ensures the financial management of the Unit in part by:
o Overseeing the management of the budget for the Direction, namely by participating in the budget process and conduct follow-up on behalf of the Direction.
Administrative Responsibilities
• Oversees that all decisions are aligned with organizational values.
• Making clear and thorough plans for projects and organizational objectives of their department, including steps/sub-objectives, resources, performance standards, and deadlines.
• Ensures that the best practices related to program and staff supervision, standards of quality, standards of practice and Quality Assurance Program are implemented within the Direction.
REQUIREMENTS
Education & Experience
• Bachelor degree in administration;
• Four (4) years experience in corporate services administration or as a Corporate Secretary in a para-public organization setting.
Knowledge
• Good knowledge of the MSSS network, laws, regulations and programs for a regional board or establishment is an asset;
• Good knowledge and experience in the function and operations of a board of directors for a para-public organization, and the role of a corporate secretary;
• Good knowledge and experience in the management of a corporate archives and documentation centre, and policies and procedures management including the development of policy manuals;
• Good knowledge of and experience with management information systems and databases;
• Good knowledge of and experience with the management of legal services;
• Good knowledge of and experience with organizational and public communications, including information transmission, public relations and publications, and its related theory and practice as well as communications planning;
• Knowledge of the James Bay and Northern Quebec Agreement, Section 14 and the Act respecting health services and social services for Cree Native persons, and legislation regarding public documents is an asset;
• Ability to manage the planning and development of new corporate administrative services, including the development of policy and program manuals and quality assurance systems;
• Knowledge of, or ability to grasp, the issues and contexts related to First Nation health and social services;
• Ability to apply Eenou/Eeyou culture, values and teachings into corporate services is an asset;
• Knowledge of Cree culture and language is an asset;
• Good record in a corporate service related setting;
• Good interpersonal communication, leadership and respectful teamwork skills;
• Ability to effectively collaborate with line managers in a matrix organization;
• Excellent communication skills, both written and presentation;
• Methodical, organized, autonomous, flexible, and ability to multi-task;
• Excellent critical thinking, synthesis, organizational and decision-making skills;
• Good working ability with administrative computer applications, especially Office applications.
LANGUAGE
• Fluent in English;
• Fluency in Cree or in French is an asset.
OTHER
• Willing to travel.
