Job Specification

Purpose :

- To project manage and coordinate the development of long-term care redevelopment project readiness survey(s), project scheduling parameters, scheduling, monitoring progress, and the provision of advice, consultation and expertise to key stakeholder and health service partners for a capital project readiness and scheduling in assigned Local Health Integration Networks (LHINS).
- To project manage and coordinate all aspects of review and decision-making regarding surveys and scheduling of individual and chain long-term care capital redevelopment projects and integrating individual project schedules into LHIN and province-wide schedules, ensuring compliance to industry best practices, ministry goals, and contractual and accountability mechanisms.
- To project manage the implementation of Long-Term Care (LTC) capital redevelopment projects.

Key Responsibilities :

1. Project Management/Program Implementation and Evaluation:
- Implements policies and programs, parameters, advice and expertise to support LHINS, Long-Term Care Homes (LTCHs) / health service providers with respect evaluation and decision-making for scheduling long-term care redevelopment projects, including working collaboratively to develop strategies to resolve issues and mitigate risks (e.g., transferring beds across LHIN boundaries, service capacity and decanting issues).
- Conducts ongoing reviews, evaluations, analysis and monitoring of LTCHs readiness to redevelop.
- Undertakes all aspects of scheduling parameters, schedule evaluation and implementation of individual projects, including research, financial and needs analysis of individual projects and the financial implications of scheduling recommendations, and analysis of trends, directions, and issues, stakeholder consultations, and impact analysis, development of options and recommendations, and preparation of any cabinet submission
documentation.
- Provides authoritative information and advice to senior management and/or the Minister on redevelopment scheduling issues, and on problem resolution options and implications. Prepares correspondence, complex decision-making and briefing notes, and provides input to corporate (Cabinet) submissions.
-Develops redevelopment schedules for individual projects in assigned LHINs and integrates the schedules with other LHINS to develop a province wide schedule.
- Works closely with subject matter experts (within the Branch, within the Ministry, external) to gather information and expertise to inform the development of capital survey(s) and scheduling parameters, guidelines, tools and processes.
- Provides analysis and advice on LTCH Redevelopment policies/program to the policy staff regarding options, policies, best practices and responds to requests for information.
- Provides content input and works closely with LHINS, LTCHS, other ministries, branches/divisions for activities related to survey/scheduling parameter/processes.
- Tracks and evaluates program performance and reports back to senior management including the Minister, LHINs and/or programs area on the portfolio, investments and results

2. Stakeholders Relations / Partnerships - Capital Project Scheduling/Planning
- Acts as a they key project management contact for a group of LTC homes that are redeveloping
- Provides leadership and consultation to internal and external stakeholders of capital programs on content input and works closely with other areas of the Branch/Division.
- Provides input into strategic planning to implement an overall plan for ministry policy and program priorities; conducts environment scans to identify issues and conditions impacting the need for changes in policy, changes in program delivery approach.
- Participates in Stakeholder and other interdisciplinary working groups, committees with cross-program mandates to make presentations, provide input and comment on program/policy initiatives and to act as liaison between the ministry and other ministry programs and policies.
- Represents the ministry and Ontario at stakeholder groups, mandated to discuss health care and related issues.
- Identifies strengths, weaknesses, opportunities and threats that may affect policy directions and devises alternative measures to avoid, mitigate or take advantage of such conditions/events.

3. Capital Project Management
- First point of contact to advise senior management on whether an LTC capital project is suitable to proceed or not
- Liaises/negotiates with stakeholders, clients, and staff from other ministries/agencies to discuss issues impacting the objectives of the ministry policies.
- Negotiates the schedule, design, and other issues with Health Service Providers (primarily LTCHs); advises on and monitors schedule and compliance with project objectives and government directions.
- Analyzes short and long-term implications of issues regarding Long-term care capital project schedules and drafts changes to schedules.
- Leads the development and preparation of complex briefing notes, contentious issues notes, and provides input on communications materials to respond to contentious issues and briefings requests from senior ministry officials.
- Tracks and monitors project activities against milestones to assess and report on progress, compliance with industry best practices, and ministry goals and contractual and accountability mechanisms.

4. Issues Management and Stakeholder Relationships
- Develops and maintains partnerships and working relationships with LHINS, LTCHs, health service providers and internal and external stakeholders, including professional and technical staff and consultants.
- Provides consultation and facilitates joint discussions and problem resolution between stakeholders on issues related to planning, development and implementation of capital projects.
- Leads, and/or participates on cross-functional teams and other internal or external working groups in support of development and effective operation of health capital programs.
- Leads and/or coordinates the development of responses to government requests for information from Minister, Deputy Minister or senior officials related to policy matters of the ministry.
- Presents new survey/scheduling parameters to internal/external committees, senior ministry officials and central agencies; prepares briefing materials for senior ministry officials.
- Provides interpretation of survey/scheduling parameters and the implementation of new policies to district staff.

Knowledge / Skill :

Knowledge of and skills in:
- Health care system and services, including the role /mandate of LTCHs and Infrastructure Ontario, and health capital planning and project development processes, to provide expertise, advice, coordination, and consultation services in respect of health capital redevelopment and project submissions.
- Government/ ministry strategic directions, Health legislation (Long-Term Care Homes Act, Public Hospitals Act, Ministry of Health and Long-Term Care Act, Mental Health Act, Private Hospitals Act, Independent Health Facilities Act), ministry policies, practices, procedures, governance, strategic directions and priorities for
infrastructure development / renewal planning, in addition to Ministry decision-making /approval processes, to provide expertise, advice and recommendations to support advancement of capital projects, and to ensure compliance with ministry program/policies and industry best practices.
- Project and financial management, and organizational planning, to effectively balance the workload of a portfolio of capital planning submissions of varying size and complexity, and to project manage the ministry's review, decision-making and approval processes, including managing deadlines, schedules, project funding, and milestone review, and negotiating changes to project scope, timelines, costs and design, issues.
- Ministry organization structure and major contacts/stakeholders in LTCHs and the health service provider sector in an assigned geographic area, to provide effective advice and consultation throughout the review, decision-making and approvals processes.
- Risk assessment to analyze a range of planning, design, procurement and financial documents, to critically analyze and apply benchmarks to capital plans of health service providers, and to identify and make recommendations to resolve risks and barriers.
- Oral and written communications to prepare decision making and briefing notes, correspondence, and provide input to corporate (e.g. Cabinet) submissions.
- Computer applications utilizing word processing, graphics and spreadsheet software.

Interpersonal / Influencing Skill :

- Consultation and presentation skills to provide advice, information, and consultation throughout the capital planning and development process to LTCHs and health service providers, as well as to a range of internal and external stakeholders.
- Negotiation and presentation skills to resolve complex issues, including negotiating changes to project scope, design, cost estimates, budget, and timeline, and issues, and to address matters of compliance with ministry program/policies, contractual and accountability mechanisms, industry standards, and best practices,
- Relationship management and communication skills to develop partnerships, linkages and working relationships with LTCHs, health service providers and internal and external stakeholders, in order to effectively manage the review and approvals process throughout the lifespan of a portfolio of capital
redevelopment projects.
- Advisory skills to provide functional advice, expertise and recommendations to senior management on arising issues and on the capital planning status for various projects.
- Interpersonal and team building skills to work effectively on cross-functional teams, to provide reports and information, and input to corporate submissions.

Analyzing / Problem Solving Skill :

Analyzing and problem-solving skills to:
- Ensure that capital projects of varying size and complexity in the portfolio are effectively project managed through all aspects of ministry decision making and approval processes: establish priorities; manage deadlines and milestones; negotiate scope, costs, schedule, and design issues.
- Evaluate facilities capital plans, including planning, design, procurement and financial documents, and review / evaluate post construction operating submissions for funding operational costs resulting from capital infrastructure construction, and for consistency with program directions.
- Critically analyze and apply benchmarks to capital plans of health service providers within a geographical area and make recommendations for approvals.
- Assess whether there is compliance with ministry program/policies, contractual and accountability mechanisms, and with industry standards and best practices.
- Identify and analyze project implementation barriers /issues and risks; pro-actively develop strategies to mitigate risks, and innovative solutions to resolve complex issues that may be outside the application of policies and procedures.

Decision Making / Responsibility :

Responsible for:
- Delivering LTC capital projects by implementing ministry policy and program direction, and advice, expertise and support to LTCHs / health service providers with respect to health capital redevelopment project submissions.
- Project managing and coordinating the ministry's review, decision-making and approval processes for a portfolio of capital redevelopment project submissions that range in size and complexity.
- Ensuring that project submissions are compliant with industry best practices, and ministry programs/policies and contractual and accountability frameworks.
- Serving as the ministry contact liaison on all matters related to development and implementation of a portfolio of health capital project submissions.
- Has latitude to: recommend approval of capital project plans and allocation of large scale, multi-year transfer payment funds; establish priorities to ensure the progress of restructuring; identify current and emerging issues, barriers, risks; and impacts; develop strategies and facilitate solutions to
issues; negotiate the scope, costs, schedule, and design issues.
- Decision-making is guided by relevant legislation, ministry policies, business directions, guidelines and contractual agreements, capital planning and business planning, and established codes and standards governing long-term care and facility redevelopment.

Contacts / Stakeholder :

- External stakeholders and associations (Presidents and CEOs, Board Chairs) including but not limited to:
Ontario Long-Term Care Association, Ontario Association of Non-profit Homes and Services for Seniors. Ontario Association of Residents? Councils, and Family Councils
- Health service provider decision makers for Long-term care chains and individual homes (Presidents and CEOs, Board Chairs), LHINS, and Infrastructure Ontario: conducts consultation and provides expertise and authoritative advice on scheduling and implementation planning, issue resolution, design, costing, and procurement.
- Other ministries (e.g. Ministry of Municipal Affairs and Housing), government agencies/secretariats (e.g. Ontario Seniors Secretariat) and ministry branches and divisions (e.g. Health Capital Investment, Health System Accountability and Performance Division, Corporate Services ), to align recommendations regarding complex capital planning and scheduling, management and construction issues, to provide status reports and information, and to facilitate solutions.
- Ministry senior management and/or the Minister, to present recommendations and briefings on contentious, highly political, capital project issues.
- Health service provider decision makers (Presidents and CEOs, Board Chairs), LTCHs, and Infrastructure Ontario for projects using the Alternative Financing and Procurement approach: provides expertise and authoritative advice on planning, design, costing, and procurement.
- Represents the ministry capital program to a range of external partners and stakeholders, including LTCHs, professional and technical staff, designated consultants ( such as lawyers, site planners, cost consultants, architects, engineers) to provide advice, information, and consultation on policy, standards, and process for all stages of capital planning, development, and implementation, and to facilitate problem solving.
- Cross-functional teams, and internal and external working groups, to participate/support development and operation of the health capital program, and to develop innovative solutions to capital project issues.

Guidance / Supervision :

- Provides functional advice/expertise to senior management, colleagues, and internal and external stakeholders, on capital redevelopment status and issues, and on problem resolution options and implications.
- Provides project leadership for a portfolio of capital planning submissions and in that capacity, provides advice to LTCHs / health service providers with respect to review and decision-making for health capital redevelopment project submissions, including: milestones and deadlines, advising on approvals processes, standards, legislation, policies and procedures, and working collaboratively to develop strategies to resolve issues and mitigate risks.

Demands / Pressures :

Work Demands :

Frequently deals with unexpected changes to deadlines, conflicting work demands resulting from a portfolio of capital projects involving a range of contentious issues and often changing priorities, that limits the control over the volume and pace of one's own work.

Mental / Sensory :

- Work involves periods of concentration to: review/analyze operating and capital plans, business cases, and reports/submissions, and to attend meetings and consultations to discuss issues, processes, priority matters.

Conditions / Environment :

Works in typical office environment.