Job Description

Unity Health Toronto, comprised of Providence Healthcare, St. Joseph\xe2\x80\x99s Health Centre and St. Michael\xe2\x80\x99s Hospital, works to advance the health of everyone in our urban communities and beyond. Our health network serves patients, residents and clients across the full spectrum of care, spanning primary care, secondary community care, tertiary and quaternary care services to post-acute through rehabilitation, palliative care and long-term care, while investing in world-class research and education. Join our team in our mission to continue to put patients and families at the centre of everything we do, in the role of Coordinator Operational Excellence.

The role of the Coordinator Operational Excellence includes accountabilities and responsibilities for Policy and Procedures, Accreditation and the Improvement Team. The Coordinator serves as Unity Health Toronto\xe2\x80\x99s Policy and Procedure system expert and plays a key role in the coordination of continuous improvement initiatives and Unity Health Toronto\xe2\x80\x99s accreditation planning and preparation for its on-site survey and sustainability plan. This role is a Unity Health Toronto position with accountability across all sites in the organization.

Activities:

• Provide input into ongoing development of a document management system/platform (e.g. interfaces, functional requirements, authorities and permissions, monitoring needs, etc.);
• Liaise with IT and Vendor regarding problem identification and resolution, and future system development
• Fulfils the \xe2\x80\x9cadministrator\xe2\x80\x9d function role and serves as the single point of entry for documents entering the electronic document management system for publishing and archiving
• Coordinates the harmonization, updating, development and review of all policies and procedures
• Supports and provides advice on use of the policy and procedure system including \xe2\x80\x9cprocess expertise\xe2\x80\x9d for the development, approval, implementation, updating and archiving of policies
• Develops, revises and communicates the guidelines and reference material for policy and procedure development, review, updating, approval, implementation and evaluation;
• Develops and revises the standard operating procedures for the policy and procedure system
• Develops/revises templates, supporting material and corresponding instructions for the policy and procedure system
• Develop, deliver and evaluate different modes of education as required
• Maintains the evolution of policy and procedure system through evaluation and improvements including monitoring the system from a quality assurance and continuous improvement lens
• Keeps updated on literature and research on document management best practices and health care service design
• Participate in formal service and system design/planning activities, as necessary.
• Conducts needs assessments, environmental scans and develops and implements action plans to address gaps as appropriate
• participates in and provides support to Operational Excellence team quality improvement initiatives
• Acts as primary point of contact to support the organization in its Accreditation preparation and sustainability plans
• Coordinates and manages all Accreditation-related activities from end to end to ensure the delivery of all milestones;
• Act as a resource to staff providing advice and support to all clinical and non-clinical programs, services and departments to help them understand and meet the Accreditation Canada standards and Required Organizational Practices;
• Guides the organization and staff through the Self-Assessment Questionnaire based on Accreditation Standards in order to prioritize areas requiring further work so that they can be addressed prior to the on-site survey.
• Tracks status and reports on ongoing compliance with Accreditation Canada standards and Required Organizational Practices;
• Develops and distributes summary reports to leadership and staff;
• Manages ongoing Accreditation Canada survey requirements, requests, and submissions;
• Responsible for developing and updating educational and communication materials related to Accreditation
• Coordinate logistics associated with the on-site survey and manages the follow-up of all recommendations arising from the same;
• Coordinates mock tracers and activities including identification and summary of areas of watch and concern;
• Responsible for providing all required elements to the onsite survey team prior to the survey;
• Responsible for assisting and supporting the survey team to conduct their evaluation of the organizations clinical and administrative processes
• Responsible for summarizing the results of the accreditation survey report, coordinating next steps based on report recommendations, and distributing summary reports to leadership and staff;
• Supports the development and implementation of the sustainability plan;
• Other duties as assigned.

QUALIFICATIONS

• Knowledge of the controlled (e.g. policies, procedures, protocols, guidelines, standards, medical directives, codes) document concept and application in a health care organization;
• Undergraduate degree in Quality, Improvement, Information Management or related discipline or an equivalent mix of education and work experience required; Master\'s preferred;
• Knowledge of the approval processes and authorization of all type of documents;
• Technical knowledge of and ability to understand and use spreadsheets and databases
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Knowledge of workflow processes
• Highly organized, detailed oriented and efficient
• Strong verbal, written and interpersonal skills
• Able to comfortably interact with diverse stakeholders such as staff, physicians, volunteers, patient and family advisors, management and the executive.
• Knowledge and demonstrated experience in engagement and consensus-building strategies with diverse stakeholders, including clinicians.
• Critical thinker with excellent problem solving skills.
• Ability to maintain strict confidentiality with sensitive information
• Ability to deal well under pressure and able to multi-task in a fast paced environment
• Ability to work collaboratively in a team-oriented environment with a strong customer service orientation
• Demonstrated ability to adapt and function effectively as a team member in response to changing or evolving demands and/or environment
• Ability to develop materials/tools for educational purposes and training sessions
• Ability to train on software applications
• Experience supporting a hospital through an accreditation process required
• Knowledge of Accreditation Canada\xe2\x80\x99s Qmentum Program, standards and Required Organizational Practices
• A minimum of three (3) years recent, related experience in project coordination and quality improvement within a hospital environment related to Accreditation is required
• Ability to produce high quality, attention to detail work while meeting competing deadlines
• Project management skills, with knowledge of project management principles and tool
• Excellent ability to multitask and coordinate a large, complex project spanning numerous programs and departments
• Strong record demonstrating a high degree of judgment, integrity and diplomacy while protecting the confidentiality of information required;
• Ability to effectively collaborate with and carry out the vision and direction of the VP Quality, Director and Manager Operational Excellence required;
• Ability to work in an independent and self-directed manner while taking accountability for own actions required.

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists. Please note, if you are extended an offer of employment, you will be required to provide proof of vaccination in Ontario QR Code format. All internal candidates must be in compliance with Unity Health Toronto\xe2\x80\x99s COVID-19 Vaccination Policy.

Unity Health Toronto