Executive Director – Directeur Général
Nipissing Serenity Hospice-Maison Sérénité du Nipissing
Description of Position
The Executive Director (ED) is directly accountable to the Board of the Directors, and reports on the Hospice activities at each meeting of the Board of Directors. He/she collaborates, develops, and maintains effective working relationships with the staff, volunteers, community partners, and others associated with the health care system. The Executive Director is responsible for all day-to-day operations of the Nipissing Serenity Hospice including planning, administration, development, and evaluation.
- Relevant education and significant experience within the not-for-profit human services sector.
- A positive approach to client service and a demonstrated capacity for empathy.
- Significant management experience including leadership/supervision of staff and volunteers, program development/evaluation, strategic planning/goal setting, records management, finance administration, community development.
- The ability to provide clear direction, commit to teamwork, and collaborate effectively.
- Excellent analytical, problem-solving, and organizational abilities.
- Experience in financial management including developing a budget and monitoring expenditures.
- Knowledge of national, provincial, and regional palliative care environment and organizations
- Knowledge of federal and provincial government health care plans and priorities.
- Knowledge of the history and meaning of Hospice Palliative Care including the National Principles and Norms of Practice.
- Experience in working with a Board of Directors.
- Bilingualism (English/French) communication skills, both verbal and written is a definite asset.
- The ability to work independently, handle multiple tasks, exercise sound judgment, make appropriate decisions, and accept responsibility for outcomes.
- Strong computer skills in Word, Excel, and Power Point.
- The ability to work flexible hours including days, evenings, and weekends.
- A valid driver’s license, use of a reliable vehicle, and the willingness to travel.
Key Areas of Responsibility
Support to Board:
- Attend all Board Meetings
- Record minutes of all Board meetings as Secretary to the Board
- Develop and distribute Agenda Package and minutes of prior Board meeting a minimum of one week in advance of next scheduled Board meeting.
- Provide written reports apprising Board of any real or potential operational issues, organizational risks, changes to government policy and/or funding, emerging trends, etc.
- Contribute to all Board committees and provide administrative support for same
- Facilitate Board members’ orientation to the Hospice operations, as required.
- Facilitate Board retreats, as required, for the purpose of issues resolution, strategic planning, and Board development.
- Plan and implement Annual General Board Meetings, in collaboration with the Board.
Planning and Policy Development:
- In cooperation with the Board of Directors, provide leadership in the development of a Strategic Plan.
- Initiate the development of long-term planning, visioning, and needs analysis to fulfill the mandate of the Nipissing Serenity Hospice (NSH)- Maison Sérénité du Nipissing (MSN)
- Establish an organizational structure that will effectively support management and operational decision-making.
- Oversee the development and revision of organizational policies and procedures relative to all areas of operation.
- Present draft policies and procedures to Board for review and approval.
- Facilitate the development of job descriptions for each position within NSH-MSN.
Financial Management and Administration:
- Prepare an annual budget for recommendation to the Board that reflects NSH-MSN’s real financial needs and anticipated revenues; manage and monitor financial performance and expenditures on an ongoing basis.
- Prepare bi-monthly year-to-date reports including a Balance Sheet and Income & Expense Statement with accompanying verbal analysis at Board meetings.
- Develop and implement systems for day-to-day finance administration, with an emphasis on providing comprehensive, accurate, and accessible financial data.
- Work closely with organization’s auditors to ensure sound accounting policies and practices.
- Provide receipts for both operational and capital donors in accordance with Revenue Canada guidelines.
- Work with the Board, when necessary, to develop a strategic plan to ensure the availability of funds in order to meet the Hospice’s financial objectives.
- Adhere to the Hospice’s Financial Policies.
Relationships with Funders:
- Stay informed with respect to new and changing legislation relative to the Ministry of Health & Long-Term Care (MOHLTC).
- Assess the impact of existing, changing, and/or new legislation as it relates to service delivery.
- Advocate/lobby for additional municipal, provincial, and/or federal funding.
- Assist the MOHLTC, and the Local Health Integration Network, in their efforts to improve palliative care in Ontario.
- Submit monthly reports to NECCAC.
- Analyze HR requirements within the context of changing program needs and organizational growth to ensure that staffing needs are anticipated and met.
- Ensure that recruitment, interviewing, hiring, and termination of staff are carried out in accordance with Hospice policies, relevant legislation, and professional standards and guidelines.
- Define roles, responsibilities, and accountabilities to accurately reflect each position in the NSH-MSN; review and revise roles within the context of changing program needs and organizational growth.
- Ensure the development and implementation of HR policies and compliance with Employment Standard Regulations.
- Maintain confidential personnel files.
- Conduct periodic salary/benefits reviews and advise Board regarding same.
- Coach, guide, support, and monitor staff, with the intent to foster optimum performance and effective program delivery.
- Schedule and chair regular staff meetings and meet with individual staff as required.
- Conduct performance appraisals on an annual basis and probationary evaluations as required; discipline and/or terminate staff as required.
- Receive, review, and approve/deny requests for accrual and/or use of lieu time.
- Provide opportunity for debriefing related to client and/or provider loss.
- Ensure that the work of all staff is appropriately supervised and that processes are in place for open communication, issues resolution, and team building.
- Provide opportunities for staff training in accordance with budget and need.
Program Development, Administration, and Management:
- Review and assess individual programs and related service delivery to ensure they are consistent with provincial End-of-Life Framework.
- Work collaboratively with the Care Coordinator to ensure that the palliative care provided by the staff and the physicians is the optimum End-of-Life care.
- Develop admission criteria for respective programs (supported by the Care Coordinator)
- Research and review relevant information related to best practice within the Hospice field.
- Work with staff to identify potential program enhancements in accordance with identified best practice – establish plans for implementation of same.
- Identify and establish new and/or changing service priorities.
- Work with staff to develop benchmarks for individual programs and establish processes for outcome measurement.
- Monitor caseloads (supported by the Care Coordinator).
- Establish standards and protocols for collection, access, transfer, and storage of all client and volunteer information.
- Develop consistent, coordinated systems for file management, maintenance, and flow of information.
- Conduct periodic file reviews to ensure confidentiality (where applicable) and consistency with established policies and procedures.
- Create files for general operations, records, statistics, and others as required.
- Develop the Continuous Quality Improvement (CQI) program, establish goals, monitor and measure performance, and take corrective action as required.
Fund Development and Promotion:
- Evaluate and enhance NSH-MSN’s ongoing approach to fund development within the context of achieving annual operational needs and long-term financial stability.
- Seek opportunities to present to local service clubs, churches, community groups, etc., for the purpose of fund solicitation and program promotion.
- Solicit new funding targeting a range of potential sources.
- Promote, monitor, and support fundraising activities.
- Play an active advocacy role to promote Hospice services and needs with other programs and all levels of government.
- Represent NSH-MSN at a variety of community planning tables including the Northeastern Ontario End-of-Life Care Network (NEOLCN), Community Support Services Network (CSSN), Hospice Palliative Care Ontario (HPCO), Residential Hospice Interest Group (RHIG), Local Health Integration Network (LHIN) meetings, and others as necessary.
- Represent and promote the work of the NSH-MSN at speaking engagements and third-party community affairs.
- Explore and provide opportunities for staff to participate on community committees, ad hoc committees, etc.
- Liaise with Nipissing University, Canadore College, and the Northern Ontario School of Medicine for student placements.
- Strengthen relationships with neighbouring Hospices and collaborate where possible.
- Develop and maintain positive relationships with a range of health care and community agencies, hospitals, allied professionals, local businesses, government, and the media, as required.
- Represent NSH-MSN at relevant regional and provincial planning tables.
- Support and participate in NSH-MSN community events as required.
- Access community resources as required.
- Correspond regularly with funders.
- Support the work of HPCO.
Health and Safety:
- Develop a mandatory Health and Safety Program in accordance with relevant workplace legislation.
- Work with staff to ensure compliance with all Health and Safety Program guidelines, policies, and expectations.
- Investigate all workplace incidents (or near incidents) that resulted (or could have resulted) in staff injury.
- Make changes to the environment, as required, in an attempt to prevent accident and/or injury.
- Meet regularly with Board Chair for the purpose of information sharing, reporting, planning, role clarification, issues resolution, etc.
- Apprise the Board Chair of any real or potential issues as they arise (staff-related, client/resident-related, or Hospice-related).
- Participate in all staff meetings as required.
- Interact with colleagues in a respectful, professional manner with the intent to contribute to a positive, team-based, work environment.
- Ensure operational efficiency and cost effectiveness.
- Implement and monitor HR policies.
- Ensure the ongoing maintenance of the property and equipment in collaboration with related team members and the Board of Directors as needed.
- Assure compliance with:
- The Canadian Hospice Palliative Care Association “Norms of Practice”.
- Financial and fundraising principles and practices.
- Hospice Palliative Care best clinical practices.
- Regulated Health Professions Act of Ontario.
- Develop, implement, and monitor clinical procedures.
- Implement an effective incident reporting and investigation system with regard to clients/residents.
- Ensure personal clinical competence through ongoing education.
Maintain effective liaisons with community partners and other health care providers.