Community of Practice Coordinator

Hospice Palliative Care Ontario - Toronto, ON (7 months ago)

Apply Now

Title: Community of Practice Coordinator

Reports to: Manager, Partnerships & Communities of Practice

Location: 2 Carlton Street, Suite 808, Toronto, ON

About Us

Hospice Palliative Care Ontario (HPCO) is a provincial association of hospices and palliative care providers, professionals, and volunteers throughout Ontario. We envision a future where every person and family in the province of Ontario can quickly and easily access the finest standard of hospice palliative care when required.

The Team

We are a small, productive team focused on providing high-value services to our members. We have a robust strategic plan and each staff member knows how their work impacts the organization’s priorities. Our culture is open and collaborative; everyone pitches in and innovation is encouraged.

The Opportunity

Communities of practice (CoPs) are groups of people who share a concern or a passion for something they do and learn how to do it better as they interact regularly. The Community of Practice Coordinator (The Coordinator) is the primary link with CoP members and ensures that all membership activities are well-organized and are of value to the members.

We are seeking a proactive, flexible and skilled administrative coordinator to support four CoPs with a total membership of approximately 375 individuals, to ensure effective member focused operations, and provide knowledgeable, customer-focused services to our CoP membership.

Primary Accountability

The Coordinator takes initiative and is accountable to coordinate all community of practice activities and supports the administration, planning and execution of the CoPs’ project deliverables within the specified deadlines and budget parameters. Priorities are determined by the approved CoP work plans.

Therefore, the Coordinator is accountable for the day-to-day operations of all CoPs including scheduling and organizing all CoP meetings and follow-up activities; maintaining the membership database and private CoP SharePoint sites; communications related to the CoPs and maintaining/creating content on various CoP websites as required. The Coordinator works collaboratively with internal and external colleagues and partners from across all care settings to ensure that the value and benefits of HPCO CoPs are achieved and communicated.

Key Duties and Responsibilities

  • Establish and maintain positive working relationships with key internal and external partners.
  • Manage incoming inquiries and triage requests as required.
  • Coordinate meetings and functions related to the advancement of the CoPs work including meeting materials, agendas and communication with attendees.
  • Attend all CoP meetings and document concise, accurate notes and action items.
  • Manage timelines, monitor assigned tasks and projects, and provide updates.
  • Provide research support and surveys for environmental scans to identify CoP needs and opportunities to support an active and engaged membership.
  • Support the creation and maintenance of CoP resources, materials, and tools.
  • Assist in the development and distribution of communication materials, including but not restricted to, letters, briefs, reports, presentations, web-based communication and emails; facilitate knowledge transfer and exchange.
  • Manage the CoP section of a corporate SharePoint platform (adding/removing users, creating sub-sites, and content management) and provide support to members.
  • Ensure CoP membership database is accurate and up-to-date.
  • Process CoP membership applications; manage membership recruitment.
  • Develop and maintain all office/electronic files and systems associated with CoP meetings.
  • Process orders for related resources and materials.
  • Coordinate CoP newsletter content.
  • Perform website maintenance including updates and content development.
  • Plan event and support as required for CoP webinars, workshops and other knowledge transfer events.
  • Perform other related duties as required.

Position Requirements

Key Competencies:

  • Communication - excellent interpersonal and communication skills; ability to liaise with interdisciplinary stakeholders across the province.
  • Time Management - highly organized; able to manage to deadlines and deliver on commitments while balancing multiple competing priorities.
  • Initiative – demonstrates independent thinking and sound judgement; moves items forward; explores potential solutions to issues that arise.
  • Attention to Detail – tracking and follow up skills with a high degree of accuracy.
  • Results Orientation - focusing personal efforts on achieving results consistent with the CoP and organization’s objectives.
  • Team Work - working collaboratively with others to achieve common goals and positive results.
  • Discretion - ability to maintain discretion and confidentiality at all times.
  • Adaptability - ability and willingness to learn, understand, and implement new processes, technologies and skills.
  • Technical Aptitude - an aptitude for learning and adapting to computer systems and software solutions.

Educational Requirements:

  • Relevant post-secondary education – ideally in one or more of the following areas: project management, office administration, information technology, healthcare or business.
  • Bachelor's degree preferred.
  • Training in database management and/or online learning management systems is an asset.

Experience Requirements:

  • Minimum 3-5 years’ direct work experience in a project coordination capacity.
  • Not-for profit, community services, or healthcare experience an asset.
  • Ability to work on a wide range of tasks and projects with minimal supervision.
  • Positive attitude and self-motivated, with a proven ability to work well in team environments.
  • Ability to juggle multiple, competing priorities and to stay focused while dealing with frequent interruptions.
  • Experience in capturing concise and effective meeting minutes preferred.
  • Demonstrated tact, integrity and diplomacy with a professional presence and manner.
  • Excellent written and oral communication skills.
  • Proactive with an ability to identify and troubleshoot potential problems.
  • Exceptional customer service and relationship building skills.
  • Advanced proficiency with office technology including Microsoft Office 2016; SharePoint, Sumac (CRM), SurveyMonkey, Eventbrite and WordPress.
  • Quality improvement experience an asset.
  • French language skills an asset.

This is a regular full-time position based in our Toronto office. Hours of work are Monday through Friday from 9:00 am to 5:00 pm.

Compensation includes an annual salary (range of $42K-$52K per year dependent on experience), professional development opportunities, and extended benefits.

How to Apply


Upload your resume and cover letter in one PDF document to the attention of Julie Darnay, Manager, Manager, Partnerships & Communities of Practice, by 4:00 pm on Friday, November 23, 2018. No telephone or email inquiries, please.

Hospice Palliative Care Ontario is an equal opportunity employer. In accordance with the Accessibility forOntarians with Disabilities Act (2005),upon request, accommodation will be provided throughout the recruitment, selection and/or assessment process.

Job Type: Full-time

Salary: $42,000.00 to $52,000.00 /year


  • Office Administration: 3 years (Preferred)
  • Project Coordination: 3 years (Required)


  • Bachelor's Degree (Preferred)


  • French (Preferred)
  • English (Required)