Operations, People & Executive Support Manager A connective role that helps our people, programs and organization work well together

About the WRSS Division The White Rock–South Surrey Division of Family Practice (WRSS Division) is a local innovation in health care and part of a province-wide initiative that supports family physician leadership, strengthens primary care and inspires health care change in our community.

We are a non-profit society governed by a local Board of Directors and supported by a talented team of professionals who work alongside family physicians, health care providers, community partners and system leaders.

Our work is complex, highly collaborative, and constantly evolving. We support a broad range of programs and initiatives, including Primary Care Networks, Patient Medical Homes, physician leadership, medical education, community partnerships, and system transformation.

We believe that how we work together matters as much as what we accomplish. We value relationships, inclusion, learning, innovation, transparency, and accountability. We invite diverse perspectives, challenge assumptions, and are willing to try new approaches and learn from what we discover.

Our Commitment to Reconciliation and Anti-Racism

Transformative Reconciliation is an intentional and ongoing part of who we are as an organization. Since 2022, we have been on a journey of learning and action that recognizes our responsibility to advance Indigenous cultural safety, Indigenous-specific anti-racism (ISAR), anti-racism, and reconciliation in our workplace, our partnerships, and the work we do in primary care.

This is not a separate project or area of work. We continue to examine how our structures, policies, practices, relationships, and decisions can contribute to more equitable and culturally safe environments.

We are looking for someone who is prepared to participate in this journey with humility, curiosity, and openness. You do not need to arrive with all the answers. We value people who are willing to listen, learn, reflect, challenge their own assumptions, and contribute to creating a workplace where people feel respected, included, and safe.

About the Role

This is a highly interconnected role at the centre of how the Division functions. While the role has responsibility for people, finance, office, and operational processes, its purpose is much broader than managing individual functions. You will help create the systems, coordination, and organizational infrastructure that allow our program teams and leaders to focus on the work that matters most.

Programs are the core of our work. Operations are part of the infrastructure that makes that work possible. You will work alongside Program Managers and Coordinators to understand what they are trying to accomplish and help create the people, financial, operational, and organizational conditions that enable their work.

You won't be expected to know every program in depth. You will be expected to be curious about the work, understand how it connects to the organization as a whole, and bring an operational lens that helps make valuable work easier to do.

You will work closely with the Executive Director, Strategic Operations leadership, Program Managers and Coordinators, supporting the connections between people, programs, finance, operations, and organizational priorities.

This is not a traditional hierarchical environment. Leadership is distributed, and we work as a team. The successful candidate will be comfortable working across the organization, building relationships, seeing connections, and stepping in where support is needed.

You will bring both practical operational capability and organizational curiosity—someone who can manage the details while also asking:



“Is there a better way for us to do this?”

What you will be responsible for:

People & Culture

· Support the full employee lifecycle, including recruitment, orientation and onboarding, training, employee documentation, and confidential personnel files.

· Support the ongoing development and implementation of HR policies, practices, and processes.

· Work with leaders to create clear, consistent, and thoughtful approaches to people-related processes.

· Support a workplace culture grounded in relationship, inclusion, learning, accountability, and respect.

· Bring an openness to examining conventional HR practices and considering more progressive and equitable approaches.

· Help ensure our people practices reflect our commitments to reconciliation, anti-racism, inclusion and cultural safety.

Finance & Organizational Processes

· Support the development, improvement, and coordination of the Division's financial processes and systems.

· Work closely with internal and external financial supports to ensure information, processes and documentation are clear, timely and well coordinated.

· Support budget tracking, invoicing, purchasing, expense processes, financial documentation, and reporting.

· Help clarify roles, workflows, and accountabilities within our financial processes.

· Identify opportunities to simplify, strengthen, and redesign processes as the organization continues to grow.

· Help develop practical financial systems that give program leaders and staff the information they need to manage their work effectively.

· Bring curiosity and a willingness to learn about the financial dimensions of programs and organizational decision-making.

Operations & Organizational Infrastructure

· Develop, maintain, and improve operational systems, policies, procedures, and documentation.

· Manage the office environment, including vendors, suppliers, leases, equipment, and shared spaces.

· Coordinate office usage and shared workspaces with internal teams and community partners.

· Support technology purchasing, equipment setup, and coordination of technology support.

· Help staff troubleshoot day-to-day operational and technology challenges.

· Maintain appropriate document storage, filing, and retention systems.

· Look for ways that technology, automation, and improved processes can reduce administrative burden and make our work easier.

· Notice patterns and opportunities across the organization and help turn them into improved systems and shared practices.

Connecting Operations with Programs

· Build relationships with Program Managers and Coordinators and develop an understanding of the work happening across the Division.

· Participate in early planning conversations for new initiatives, projects, and partnerships when an operational perspective would be helpful.

· Help program teams think through the people, financial, administrative, technology, and organizational requirements of their work.

· Identify connections and common needs across programs and help develop shared solutions where appropriate.

· Ensure operational processes enable—not unintentionally slow down—program delivery.

· Help translate learning from individual programs into organizational practices, tools, processes, and systems.

· Contribute to organizational planning, implementation, and continuous improvement.





· Step into emerging needs as priorities evolve.

Executive & Leadership Support

· Support the Executive Director and leadership team with coordination of meetings, events, initiatives, and organizational priorities.

· Prepare and format presentations, reports, and other documents.

· Help coordinate information and follow-up across multiple areas of the organization.

· Anticipate needs, connect people and information, and help keep significant work moving.

· Provide thoughtful administrative and operational support to the Executive Director while maintaining appropriate independence and judgment.

What we are looking for:

We are looking for someone who brings a combination of people skills, operational thinking, financial aptitude, and a willingness to learn.

You may come from HR, operations, non-profit, health care, business administration, or a related background. Your career path does not need to look a particular way. What matters is your ability to understand complexity, build trust, and make things work.

We envision that you have:

· At least three years of experience in operations, people, office management, or a similarly broad organizational role.

· Experience with HR processes and practices, with the ability to think beyond traditional approaches.

· Experience with, or a strong aptitude for financial administration, financial processes, budgeting, and organizational systems.

· Excellent organizational skills and attention to detail, balanced with the ability to see the bigger picture.

· Strong relationship-building, interpersonal communication, and problem-solving skills.

· The ability to work across teams, connect information, and coordinate multiple priorities without losing sight of what matters.

· Strong judgment and decision-making skills, including knowing when to act independently and when to seek input.

· Comfort working in an environment where priorities evolve and where there is often no predetermined playbook.

· A collaborative approach and the confidence to respectfully ask questions, challenge assumptions and suggest a different way of doing things.

· Demonstrated ability to work with diverse perspectives and facilitate conversations toward shared understanding and action.

· Cultural awareness and a commitment to ongoing learning related to Indigenous cultural safety, ISAR, anti-racism, reconciliation, equity and inclusion.

· Proficiency with Microsoft 365, including Word, Excel, Outlook, PowerPoint, and Teams, as well as Zoom.

· An interest in technology and the ability to help others use technology effectively.

· A willingness to learn new systems and explore opportunities for automation and process improvement.

· The ability to attend occasional early morning or evening meetings.

What you can expect from us:

You will be joining a team that is growing, learning, and continuing to evolve how we work.

You will have an chance to contribute beyond a traditional —to help shape the systems and practices that support our people and our programs.

We value people who are curious, thoughtful, relational, and willing to go first. We do not expect perfection. We expect a willingness to learn, share learning, ask questions, and contribute to a culture where people can do their best work.

This role is an important part of the organizational infrastructure that supports everything we do. The right person will be someone who enjoys being at the centre of that work—not as the person who controls it, but as someone who helps connect with people, create clarity, strengthen systems and make it easier for good work to happen.

Pay: $37.00-$42.00 per hour

Expected hours: 37.5 per week

Benefits

- Casual dress
- On-site parking

Work Location: In person

📌 Operations, People & Executive Support Manager (White Rock)
🏢 WRSS Division of Family Practice
📍 White Rock