EMPLOYMENT STATUS: Part-time Contract - 10 Months
REPORTING TO: Chief Executive Officer
BACKGROUND AND PROFILE:
St. Joseph’s Hospice has been created by Hospice of London and the St. Joseph’s Health Care Society. They have agreed to integrate the operations of Hospice of London into a new corporation wholly owned and operated by the St. Joseph’s Health Care Society (the Society). This new corporation will continue to provide the services currently offered by Hospice of London (volunteer visitation and day programs) and, in addition, will develop a new 10-bed residential hospice. It has an agreement in process to establish a 10-bed residence and administrative/resource centre. It will be a 14,000 square foot facility.
St. Joseph’s Hospice is looking for a detailed outcomes oriented experienced manager to provide support for the major steps required to transition the existing program based agency to a new residential and program and services organization.
The main functions will be to lead the construction activities and budget management.
1) Liaison with Landlord
- Maintain regular and respectful open communications with the Landlord with respect to design, project management, traffic flow, security and collegial relations with the Landlord.
2) Monitoring of project budget, costs and cash flow
- Gaining thorough understanding of approved budget
- Understanding bid process and obligations of architects and contractors, as well as engineers or other consultants engaged directly by the owner
- Approving (in conjunction with the owner) any changes from original plan that will impact on project costs (increase or decrease) and ensuring these are incorporated in revised budget / costs estimates
- Reviewing invoices or draws submitted for payment to ensure they are consistent with budget and plans. Approving same or initiating action to determine cause of variance
- Maintaining complete record (spreadsheet) of project costs and variations from budget. Alerting the CEO and Building Committee of any significant deviation
- Preparing cash flow projections
Requires knowledge of bid process, understanding of contracts, and preparation of financial spreadsheets and reports.
3) Monitoring of construction and renovation activity
- Attending site meetings to obtain updates and give input as owner representative
- Visiting site regularly to observe progress
- Meeting with architect and construction manager on a regular basis to ensure project on track and resolving any issues or problems that may occur
- Making decisions or giving approvals as representative of owner (within agreed upon limits of authority)
- Maintaining a written and photographic record of construction and renovation activity
- Reporting on project status to the CEO and Building Committee. Seeking approval on significant decisions or expenditures
- Meeting regularly with construction manager to review project schedule.
Requires substantial understanding of blueprints and specifications.
Ability to converse with architects, contractors, engineers and consultants, e.g electrical, mechanical, structural, and interior design, etc.
4) Furniture and equipment
- Organizing and conducting meetings of the Furniture and Equipment Committee to determine and develop a master list of furniture and equipment needs
- Arranging visits and / or contacting other Hospices to discuss their furniture and equipment, e.g. items selected, satisfaction levels, etc.
- Arranging for vendor presentations and / or visits to vendor showrooms to assess products
- Completing inventory of existing furniture and equipment. Determining what and where items will be used in new facility
- Meeting with staff and preparing models of room layouts showing desired placement of furniture and equipment
- Developing cost estimates for items required and preparing estimated budget for approval by Building Committee
- Working closely with Fund Development staff to identify items which may be considered for donation
- Determining best method to procure items, e.g. direct contact and solicitation of prices from vendors (attempting to get 3 quotes where possible), requests for quotations, or tapping purchasing power of related organizations
- Initiating procurement
- Coordinating procurement and delivery of items in conjunction with project schedule including items to be delivered during construction, e.g. hydromassage tub, sanitizer, etc., or post construction
- Ensuring procurement is within furniture and equipment budget. Alerting Building Committee of any recommended deviation
- Ensuring procurement plans are reflected in cash flow estimates
- Coordinating moving and placement of existing items to new facility.
Requires good knowledge of furniture and equipment to be used in the Hospice.
Knowledge of RFQ process. Negotiating to obtain best pricing.
5) Compliance with Procurement Directives
- Ensuring procurement methods are in full compliance with requirement of the new corporation and the funding agency (SouthWest LHIN)
- Organizing and conducting meetings of the Security Committee to determine needs for security, emergency response (nurse call), and telecommunications
- Reviewing systems and features already contained in blueprints and specifications
- Ensuring these meet current needs of Hospice users and Landlord
- Discussing, in conjunction with architect, systems and features with contractors and / or potential vendors
- Ensuring security, emergency response and telecommunication systems planned are compatible with each other
- Developing cost estimates of any systems or features not in original budget or bid submissions. Obtaining approvals for any proposed additional expenditures
Requires basic knowledge of security, emergency response, and telecommunication systems including magnetic and electric strike locking mechanisms, card swipe, cameras and digital recorders, nurse call and telephone systems.
7) Interior Design
- Organizing and conducting meetings of the Interior Design Committee to determine need and scope of interior design work required
- Determining if consultant (interior designer) is required and initiating selection of same
- Ensuring designer has adequate knowledge of project to carry out design process which will include colour and paint selection, textiles, furniture styles, window treatments, artwork, etc.
- Ensuring designer receives list of current furniture and equipment so that these can be incorporated in plans for new facility
- Providing guidance on interior design budget
- Ensuring ongoing meetings and communication between designer, committee, architect and construction manager to ensure final design is in keeping with desired Hospice environment
- Monitoring interior design costs.
8) Computer (I.T.) Systems
- Assist as may be required.
- Public relations, e.g. informing neighbours of construction activity that may affect them. Soliciting their cooperation if required. Dealing with and enquiries or complaints. Ensuring they are thanked for their support and cooperation during construction.
10) Transition Committee
- Serve on the Transition Committee which guides the development of an addition of a new 10 bed residence and programs to the existing hospice services.
Please send your resume and cover letter to:
Mr. John Callaghan, CA, FCMC
Executive Director, St. Joseph’s Health Care Society
402-700 Richmond Street
London, ON N5A 5C7
No Phone Calls Please