Join Our Team: Empower the Future of Healthcare. Explore our integrated campus to learn more.
Job Overview:
Working within the Support Services department, this position provides analytical support and small project management in the execution of Ellis Don Facility Services (EDFS) Facility Management contract administration activities at the West Park Health Care Centre site. Specifically, this position reviews all documentation relating to the self-performance of EDFS including the monthly performance monitoring report, and tracking progress against 100+ performance indicators. In addition the position oversees the Small Works and Variations quoting process with Project Co, recommends the approval of work in conjunction and alignment with the contract, supervises work in progress through to completion ensuring work complies with the specification of the project and meets the user’s needs. Leads the tracking process related to Small Works and Variations by monthly performance monitoring of Project Co, following through on user complaints liaising with Project Co on Facility Management issues by investigating and solving them ensuring Project Co follows through on all required actions.
Responsibilities:
- Contract Management Support (40%)
- Facilitates DBFM contract with a broad portfolio of in-scope services to ensure consistent and high quality delivery of Project Co Services.
- Supports the performance monitoring of Project Co against Key Performance Indicators and operating Facility Management Protocols in part by participating in weekly compliance meetings reviewing completeness and accuracy of work against contract, follows up with Project Co on known issues and recommends solutions to rectify all discrepancies.
- Reviews monthly and annual deliverables from Project Co to evaluate completeness, and adherence to the project agreement requirements identifying and resolving any discrepancies.
- Monthly review and analysis of the Performance Monitoring Report from Project Co; identifying accurate application of failure points and deductions; provide feedback on Project Co adherence to KPI’s.
- Engages with hospital users to understand Facility Management requests and issues. Educates hospital users on the project agreement interpreting the contract as it applies to their request or issue.
- Authorizes Permission to Work requests from Project Co. Follow up on completion of work and user satisfaction.
- Provides guidance to other teams providing understanding of contract documents and/or advice on integrated solutions.
- Delivers high quality artifacts, including meeting minutes documenting actions required assigning accountabilities, status reports, user documentation, presentations, etc.
- Escalates operational issues to the appropriate level of leadership, including risks, scope changes, etc.
- Provide support to Business Owners/Project Sponsors and their designated leads on various initiatives and projects.
- Problem Solving, Analysis, and Critical Thinking (25%)
- Works independently conducting interviews to obtain understanding of hospital users’ requirements and direction to effectively identify/determine user needs.
- Analyzes information and data provided by Project Co to identify root cause of performance concerns and reconcile conflicts. Distinguishes user requests from the underlying true needs.
- Participates in the evaluation of Project Co solutions that strive to meet customer requirements. Monitors implementation of solutions, and regularly communicates with stakeholders.
- Participates in internal reviews of contractual documents by identifying issues, providing research to formulate the hospital’s position on issues of conflicting interpretation of the contract. Mitigates risk ensuring Project Co performs as per the contractual agreement and avoiding the hospital having to incur unnecessary costs.
- Synthesizes user input and feedback to ensure gaps, impacts, or areas of overlap are identified and addressed through the appropriate forum to minimize impact on operations.
- Builds consensus among diverse points-of-views.
- Project Management (Ad Hoc, Small Works and Variations) (20%)
- Administers the documentation and approval process associated with Small Works and Variations.
- Engages required subject matter experts to develop scope and facilitate prioritization of requests ensuring these are appropriately documented to ensure compliance.
- Leads user meetings to define needs, manage scope, test solutions, develop communication plans, coordinate interruptive work, and monitor implementation.
- Critically reviews estimates in comparison to similar previous work estimates to monitor cost effectiveness.
- Ensures the entire process is managed in accordance with the Project Agreement.
- For larger projects, regularly meets with Project Co and hospital staff to document progress, schedule updates, and manage risks.
- Energy Management (15%)
- Reviews the implementation of the ECDM Plan on corporate energy metrics, and other key performance indicators to improve energy and sustainability performance across WPHC’s portfolio.
- Recommends for approval by Manager of Facility Standards and Director of Support Services, energy management policies and procedures on behalf of the organization and in compliance with Provincial legislation, regulations and policies; develops and implements as required.
- Assists with the development and implementation of the Corporate Energy Management Program. Monitors and analyzes all energy conservation methods, and acts as leader for our Environmental initiatives and requirements, assesses impact, makes recommendations, and helps implement change where feasible.
- Assists with internal projects that deal with related corporate conservation activities in the areas of waste, recycling, water, and Earth Day / Earth Hour practices.
- Provides annual update reports indicating Corporate Energy Management Program status to the Manager.
- Assists with the preparation of corporate annual reporting for the following; Ontario Regulation 507/18: Broader Public Sector, National Pollutant Release Inventory (NPRI), ChemTrac (City of Toronto), and Green Hospital Scorecard, by providing information relating to the use of utilities and the impact on the environment.
- Assists with developing and delivering education/training sessions relating to energy awareness, conservation and related programs.
- Represents WPHC Facilities on internal and external committees.
- Manages incentive applications with the appropriate utilities.
- Completes other related duties as assigned.
- Communication
- Summarizes and present finding from the analysis of Project Co performance for the purpose of building consensus and/or influencing Project CO to the hospital’s interpretations.
- Liaises with various stakeholders including clinical staff and managers, senior leadership staff, facility support services, and Project Co on coordination of activities representing the hospitals perspective to ensure outcomes meet operational needs.
- Develops and present material for review and information using strong written, verbal and graphical communication skills.
- Service to the Organization
- Represents WPHC in a professional manner when dealing with clinical and external business stakeholders; maintains and upholds a positive image for the organization to those external to WPHC.
- Contributes to organizational improvement initiatives, to revise/refine policies, processes and/or tools.
- Demonstrates fiscal responsibility; to model a sound understanding of, and work within, the financial boundaries of West Park Health Care Centre Services funding.
Key Qualifications:
- Completion of Bachelor degree in business administration, engineering, or health/life sciences, or recognized equivalent
- Post-Secondary degree in energy management, building systems, engineering, project management, or other relevant discipline preferred
- Member of a professional facility management body (i.e. Canadian Healthcare Engineering Society)
- Project Management Professional (PMP) preferred
- Certified Energy Manager (CEM) preferred
- LEED-AP preferred
- Minimum three years of planning and procurement, project management experience or contract management experience
- Able to synthesize, compare and summarize complex documents including complex contracts and other project related documents
- Ability to anticipate and take timely and appropriate action to address actual or potential issues which could place project schedules at risk
- Research of best practices for a wide variety of areas related to complex projects.
- Able to work under minimal supervision to formulate and define scope and objectives through research and fact-finding combined with a solid understanding of applicable business systems and industry requirements.
- Functions at a high level of autonomy in determining work objectives; works in a self-directed manner.
- Displays tactical and critical strategic thinking
- Demonstrates being a strong communicator; listens for clarity and meaning, and to speak in an honest and straightforward manner to ensure mutual understanding in a conversation as well as having strong written and presentation skills
- Demonstrates strong time management, organizational, conceptual and strategic thinking skills and abilities
- Interpersonal and conflict management skills and has a positive outlook
- Demonstrates being patient and consumer focus; makes a commitment to meet or exceed the needs of all internal and external customers
- Self-motivated, work independently and integrate well as a member of a variety of teams interacts with co-workers, physicians, volunteers, patients and their families in a way that demonstrates that everyone involved in patient care is valuable
- Computer literacy including Microsoft Word, Excel, Project, Visio, database management, project management software, etc.
- Experience working in a Healthcare setting
- Experience with Design, Build, Finance, Maintain projects preferred Experience managing in a complex environment
- Experience managing in a unionized environment Superior written and verbal communication skills
- Expert knowledge of codes and standards applicable the operation of a health care facility Demonstrated ability to effectively prioritize and organize multiple tasks
- Self-directed and able to work effectively with minimal supervision
- Excellent interpersonal, communication, staff development and team building skills Proficiency in Microsoft Office applications
- Must be physically able to do the job which requires frequency standing, walking and sitting
West Park Healthcare Centre employees are required to be fully vaccinated as a condition of hire in accordance with the hospital’s COVID-19 Immunization Policy. Accommodations to this requirement under the Ontario Human Rights Code may be available subject to supporting evidence.
At West Park Healthcare Centre, we are committed to fostering an inclusive and accessible environment, an important part of living our brand. We are dedicated to building a workforce that reflects the diversity of the community.
Our accessible employment practices are in compliance with the Accessibility for Ontarians with Disabilities Act, and the Ontario Human Rights Code. Should you require accommodation during any phase of the recruitment process, please indicate this in your cover letter. For further assistance please contact the Human Resources Department at recruitment@westpark.org or call (416) 243-3600 extension 4637.
Join our team and help patients reclaim their lives at West Park Healthcare Centre! |
