Salary Range: $67,861-$97,550/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Job Summary:
In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Coordinator, Equipment and Supplies, Business Management Office (BMO) reports to the Manager and coordinates the day-to-day operational requirements for equipment and supplies matters of assigned area(s) across Children’s and Women’s. Coordinates and ensures that the planning and procurement process meets operational requirements by liaising with internal and external partners and interested parties and leading discussions to identify and/or evaluate appropriate equipment and supplies needed to support clinical practice. The Coordinator collaborates with health care providers and Supply Chain to develop solutions for product utilization and standardization in a safe and cost effective manner and troubleshoots issues by acting as the first point of escalation, conducting independent research and analysis within the context of budgets and the unique requirements of assigned area(s). Identifies, selects, evaluates and introduces new equipment and supplies that support clinical practice in providing safe patient care. The position participates in strategic and operational planning, the development of policies and procedures and quality assurance activities. The Coordinator supervises unionized staff for the assigned area(s) including making determinations on recruitment and selection, performance management, discipline, training, coaching and leading teams.
Duties/Accountabilities:
• Acts as liaison in coordinating equipment and supplies matters between the internal parties, PHSA Supply Chain and external vendors. Leads discussions with clinical teams including leaders and health care providers in identifying the appropriate equipment and supplies to support clinical practice and safe patient care within the context of department budgets and clinical requirements. Provides cross coverage and additional support to fellow Coordinators as required due to volume or urgency.
• Coordinates the planning and procurement process by establishing and maintaining an effective network of relationships and influence between internal parties, Supply Chain and external vendors to ensure timely exchange of information in order to achieve operational objectives and/or resolution of issues. Assists with developing budgets, monitors expenditures and variance analysis and reporting.
• Develops, implements and maintains inventory control systems and generates data related to the usage of items that are purchased direct from the vendor.
• Acts as first point of escalation for issues and recommending solutions or escalating further. Provides guidance, support, direction/delegation of tasks to Direct Purchase and Preferred Accommodation Clerks. Troubleshoots issues to support Supply Chain by identifying products through research, liaising directly with vendors and leveraging knowledge of C&W’s specialized clinical needs. Manages critical supply and equipment incidents. Reports equipment/supply product concerns to Supply Chain, monitors product concern tickets and coordinates shipment of affected items to the vendor for review.
• Approves expenses for equipment and supplies. Coordinates the procurement of urgent requests for equipment and related supplies. Provides case support as required.
• Coordinates backorders and recalls including identifying supply disruptions, notifying In House Replenishment and Supply Chain, pulling and reviewing usage data, sourcing potential substitutes and permanent replacements with vendors, and presenting the proposes products to internal parties to obtain clinical approval for use in the designated areas.
• Engages directly with external vendors including other hospitals, to arrange for medical equipment rentals, loans, consignment, repairs/maintenance and service contracts. Assisting with direct purchases of medical supplies and obtaining quotes to support negotiations of program area’s equipment and supplies requirements including equipment that is for replacement, upgrade and/or expansion.
• Coordinates product and equipment demonstrations and trials by facilitating discussion with clinical teams, developing evaluation forms as well as compiling and analyzing evaluation results. Supports the educators’ with the coordination of in-services related to new and existing equipment to all program area members.
• Partners with Children’s and Women’s Hospitals’ Foundations and clinical teams by coordinating donor site visits, compiling and presenting feedback from clinical teams regarding donated equipment and supporting donation opportunities.
• Provides insight and knowledge on site-specific requirements for BMO leadership meetings and departmental briefing notes. Develops, manages and updates department processes and documents, such as direct purchase inventory records, templates, and standard operating procedures.
• Participates in quality improvement initiatives and accreditation activities. Recommends adjustments to policy and process improvement on an on-going basis. Participates in committees, teams and task group assignments as requested.
• Ensures all capital and minor equipment requests are submitted based on equipment life cycle planning and by identifying the requirements of the clinical teams, supporting vendor engagement, supporting documentation and performing cost analysis.
• Coordinates special projects, as assigned by the Director, with multi-million dollar budgets by monitoring scope and timelines, collecting and analyzing relevant data, compiling required reports and updating project dashboards.
• Provides support for system integration testing, updates, and troubleshooting with users.
• Follows performance management processes. Ensures probationary and annual reviews are completed for Direct Purchase and Preferred Accommodation Clerks; investigates work and staff issues, and where necessary initiates disciplinary action up to and including termination. Participates in labour relations, including the grievance process.
• Monitors requests for overtime, vacation, leaves of absences, and sick time. Recruits, interviews and hires. Utilizes knowledge of collective agreements to problem solve on day-to-day issues. Determines orientation needs and arranges for orientation provided to new staff in area.
Qualifications:
A level of education, training, and experience equivalent to a recognized Diploma program in a health, business, Supply Chain/logistic or technology related discipline plus three(3) years’ experience in a supply chain or supply systems environment, including two (2) years in a leadership role. Preference of having a clinical background or a broad understanding of the clinical care process and multidisciplinary health care provision.
Demonstrated ability to operate related equipment including applicable software applications and knowledge of purchasing and inventory and other clinical and business applications. Demonstrated effective problem resolution and critical thinking/analytical skills. Ability to work independently and in cooperation with others. Ability to organize, plan, prioritize, multi-task, and problem solve with little or no direction. Excellent written and verbal communications. Demonstrated ability to work under pressure and in a changing environment. Proven ability to develop and maintain effective working relationships with others both within and outside of the organization.