Assistant Manager, Laboratory Operations

Job Description Summary

To provide leadership on the team and manage work activities related to efficient day-to-day operations in support of the planning, design, development, delivery and laboratory operations at Public Health Ontario (PHO).

In collaboration and support of the department/site Manager and/or Senior Manager, be responsible to manage and mentor team members in order to address staffing, workflow, or testing issues that may impact the Key Performance Indicators (KPIs) and overall supervision of all technical and/or operational activities.

Key Responsibilities:

• Under the direction of the Manager or Senior Manager and in collaboration with the Operational Leads, Group Leads and/or Supervisors, prepares staffing and work schedules, assigns benches, schedules workflow, monitors throughput, performance, capacity and turnaround time, among other KPI, in order to meet operational needs and high volume demands, so that client deadlines are met in a timely fashion.
• Supports the planning, development and implementation of innovative operational, strategic and tactical plans to meet the goals of PHO.
• Manages staff to carry out laboratory analysis according to established methods and meeting Quality Assurance (QA) standards and KPIs.
• Monitors and maintains lab QA standards, documents and submits non-conformances using the Non-Conformance Reporting Process, ensures follow up on corrective actions/preventative actions to ensure compliance.
• Accountable for maintaining production and quality targets and ensuring optimal staff levels to achieve production, quality and financial targets.
• Solves day-to-day production and process problems, within the department, to ensure quality or KPI requirements are addressed in real time.
• Plans and initiates procedures and systems necessary to ensure the maintenance and improvement of the laboratory quality program.
• Supports management with laboratory responses on matters of public health importance, such as potential and actual outbreaks, unusual urgent and critical situations.
• Works in partnership to solve client problems to ensure quality and customer satisfaction standards are met; escalates accordingly.
• Provides support to outreach and customer service/client management as directed by management.
• Leads the coordination of work with contract managers to prepare procurement documentation for request processes (e.g. Request for Proposal, Request for Quote etc.) for procurement of equipment, goods and services, as well as on the preparation of business cases. Provides insight and feedback on the evaluations and participates in the vendor debrief sessions as requested by management.
• Manages and leads staff, congruent with relevant PHO policies and procedures, professional standards, guidelines, Collective Agreement(s) and other relevant standards, legislation or regulations; including any disciplinary action and support in the grievance procedure, in conjunction with management and Human Resources.
• Trains and motivates staff, assess training needs; in collaboration with management, sets goals, reviews performance and provides performance feedback in the moment and as part of performance management programs at PHO.
• Participates in recruitment/selection of staff, collaborates to onboard or off-board employees, schedules and monitors/reports on time and attendance.
• Works in compliance and ensures staff work in compliance of established work routines, safe working practices and hazard free working conditions in compliance with the Occupational Health and Safety Act and all applicable policy/procedure/legislations.
• Participates in the development and implementation of internal policies and Standard Operating Procedures (SOPs) and makes recommendations on meeting client needs as requested.
• Provides input to various KPIs and performance measures, monthly variance reports; input into the preparation of annual budget and/or prepares activity reports as requested.
• Participates in or is a member of committees as assigned.
• May be assigned other duties up to and including participating in/coordinating special or ad hoc projects as needed.

Knowledge and Skills-

• Knowledge of principles and practices of microbiology or laboratory disciplines/services in a diagnostic laboratory setting to provide technical oversight and lead day-to-day operations to deliver a variety of public health laboratory services.
• Knowledge of Public Health Laboratory programs, standards, policies, applicable legislation, and current issues affecting operations to recommend policies and improvements, and contribute to long/short term planning.
• Leadership, team building, client relations management skills and good management practices to develop and fosters a positive employee relations and client/stakeholder partnerships.
• Organization skills including priority setting and workload management to manage multiple concurrent issues, projects and staff concerns.
• Must use good judgment to identify and resolve problems on the job. When in difficulty refer problems to their Senior Manager/Manager for resolution.
• Computer skills and good understanding of software including word-processing, database, spreadsheet, project management, presentation, e-mail, and Internet applications in order to analyze information, prepare reports, and establish/utilize tools which support the analysis and monitoring of operations.

Education and Experience-

• Post-secondary education (degree or diploma) within a science related program or laboratory discipline;
• A practicing certificate of registration with The College of Medical Laboratory Technologists (CMLTO) in good standing is required for placement in technical/clinical testing programs (sites or disciplines); Preferred for non-technical/non-clinical testing programs (e.g. Front End Processing or Logistics); or meets the other qualifications set out in O. Reg. 45/22: General.
• A minimum of four (4) years laboratory work experience; with a minimum two (2) years supervisory experience (or an equivalent combination of education and experience satisfactory to PHO and meets O. Reg. 45/22: General).
• Microbiology registration will be an asset or Certified MLA/T (cMLA/TMLPAO) with current Medical Laboratory Professionals' Association of Ontario (MLPAO) membership will be an asset for positions within non testing departments.
• Experience in a unionized laboratory environment is preferred.

Attributes and Competencies-

• Written and oral communication, consultation and presentation skills are required to communicate with internal and external clients and staff.
• Consultation, negotiation, communication and interpersonal skills are required to liaise with PHO program areas, management and staff, and stakeholders and partners to ensure mutually beneficial and productive working relationships, to lead stakeholder consultations, and to provide advice on key PHO stakeholders.
• Initiative and customer service oriented skills are required in order to have collaborative working relationships with internal and external clients’ e.g. public health units, hospitals, long term care facilities, physicians, laboratories, clinics etc. to anticipate and respond to client/customer needs.