Analyst, Space Management
3 months ago
**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.
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.
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