Company Description

Halton Healthcare's vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always' at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

Job Description

Working within the Redevelopment Office Team, the Space Management Analyst will provide analytical and operational support to the Space Management function across all Halton Healthcare sites. Reporting to the Manager, Equipment & Asset Management, this position is responsible for coordinating a wide range of planning activities and projects related to the efficient use and allocation of space. The incumbent will be responsible for developing a system for maintaining an accurate up-to-date inventory of our space. Additionally, responsibilities will include updating our Space Allocation Policy to reflect current standards and alignment with Halton Healthcare's vision as an integrated site.

This role will collaborate and work closely with the EAM team, Human Resources, Support Services, ICT, Facilities, Senior Leadership and Management teams. In addition, the role provides back-up to the Equipment & Asset Management Analyst.

Space Management System

• Implement a corporate space management system at Halton Healthcare
• Facilitate the update of the Space Allocation Policy with engagement from key stakeholders, including a roll out plan to improve awareness of the policy, and update the associated procedures to improve the user experience and compliance with the policy.
• Propose and project manage updates to the Space Allocation Policy and Procedure based on user engagement and Lean principles.
• Support the implications for space utilization/allocation/reconfiguration, e.g. hoteling spaces, shared workstations, etc. arising from the Clinical Corporate Structure Review and the HR corporate review of hybrid/remote work.
• Support ICT in the implementation of an office/workstation booking system
  • Support rapid improvement cycles as new strategies are implemented.
• Update the OTMH master space inventory and create a master space inventory for the remaining sites. Maintain and update the inventory promptly and accurately.
• Conduct a meeting room utilization audit, identify patterns, inefficiencies, and opportunities for optimization. Make recommendations for improving utilization of rooms.
• Prepare and present reports on space utilization including key performance indicators, occupancy rates and related metrics.
• Conduct regular audits to ensure compliance with space related policies and procedures.
• Research and propose the acquisition and implementation of space management software.
• Explore, with HR and stakeholders, options for collaborative and/or outdoor work spaces, etc.
• Ensure that all documentation and records regarding space management is maintained and up to date in accordance with Halton Healthcare policies and procedures
• Develop and maintain tools and techniques for reporting and tracking.
• Develop correspondence, reports and presentations on a wide variety of topics suitable for internal and external stakeholders at all levels.
• General administrative duties related to the management of contracts and external contractors or consultants.
• Participation in the preparation of internal and external reports and presentations.

Space Allocation

• Initial screening of space requests to confirm alignment with the Space Allocation Policy.
• Support users to amend space requests if necessary to ensure all information is provided.
• Supplement space requests with ‘big picture' information, e.g., cross-site implications, alternative solutions, alignment with the Corporate Master Plan, Strategic Priorities, upcoming capital projects, etc.
• Analyze cost implications of space utilization recommendations
• Present space requests for input and endorsement.
• Present space requests to the appropriate executive committee for transparent decision-making with a corporate-wide lens.
• Project manage the implementation of approved requests across support service departments (e.g., ICT, EVS, EAM, Facilities etc.) and sites (if applicable) ensuring all appropriate departments are notified and coordinated in accordance with an agreed project schedule.
  • Note projects requiring renovation will be managed by Facilities from start to finish.
• In collaboration with other members of the Redevelopment & Facilities team, ensure all equipment and asset management activities are well planned, coordinated and meet required standards.

General

• Ensures that all documentation and records regarding FF&E for capital projects is maintained and up to date in accordance with Halton Healthcare policies and procedures
• Development and maintenance of tools and techniques for reporting and tracking.
• Development of correspondence, reports and presentations on a wide variety of topics suitable for internal and external stakeholders at all levels.
• General administrative duties related to the management of contracts and external contractors or consultants.
• Participation in the preparation of internal and external reports.

Qualifications

• A minimum of 2 years related hospital experience required
• Experience and previous involvement working within a multidisciplinary team
• Experience with CMMS or other database/asset management system preferred
• Advanced Microsoft Office Skills required
• Must have experience in reading specifications, equipment cut sheets and architectural drawings.
• Project management experience required.
• Proven ability to synthesize, compare and summarize complex documents including contracts and other project related documents.
• Exceptional verbal and written communication skills are required.
• Excellent interpersonal and conflict management skills are required.
• Demonstrated ability to take initiative, prioritize/organize multiple projects with strict deadlines and work independently.
• Superior time management and prioritization skills
• Frequent travel between sites is required, a valid Ontario drivers license and their own vehicle.

Additional Information

Salary: $38.037 to $47.546 per hour

Hours: Monday to Friday, 7.5 hour day shifts (hours subject to change based on operational requirements)

Date posted: September 17, 2024

Internal applicants due by: September 23, 2024

REF992F

Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you. Please attach your current resume directly to this posting.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providing accommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.