Department: Legal, Risk, Privacy & Governance
Work Type: Full-Time Policy Management Specialist (NON-UNION) .
Location: WRHN @ Midtown (formerly Grand River Hospital, KW Campus)
This role is being advertised to fill an existing vacancy
Home to seven regional programs and comprehensive health-care services, Waterloo Regional Health Network (WRHN, pronounced wren) is committed to meeting the current and emerging needs in Waterloo-Wellington and beyond.
WRHN is redefining the health-care experience through collaboration and innovation, addressing barriers to access, advancing care delivery, and setting new standards in compassionate, empowered community-driven health care.
At WRHN, every patient is at the centre of everything we do as we strive to improve lives, inspire healing, and build healthier, stronger communities. By listening to patients and partners, we strive to connect communities to the right care, at the right place, and at the right time.
Please Note: New employees must provide documentation/proof of COVID-19 vaccination status, a 2-step TB test, as well as proof of immunity to measles, mumps, rubella, and varicella (chickenpox) prior to their start date at Waterloo Regional Health Network (WRHN). New Employees will require clearance from Employee Health, Safety and Wellness before they are able to begin any position within WRHN.
Position Summary :
The Policy Management Specialist is responsible for coordinating the development, review, harmonization, and communication of policies, procedures, and related documents across the health network. The specialist collaborates with clinical and corporate teams to promote consistency, quality, and system-wide alignment in policy management. This role administers policy management processes, systems and technology to ensure that policies are Current and accessible to staff across all sites; and are developed and maintained in accordance with sound policy management principles and procedures.
Key Responsibilities
Policy Development & Governance
- Coordinate all phases of policy lifecycle from development and review through to approval and publication.
- Maintain the centralized policy repository, ensuring version control and document integrity.
- Applies knowledge of health care systems and teams to guide policy development, enforces and monitors policy management system processes, responds to inquiries about policy management process and technological issues.
Policy Harmonization Across Sites
- Lead harmonization initiatives to streamline and unify policy documents across multiple hospital campuses.
- Identify inconsistencies, gaps, or redundancy between site-specific policies and support transitions to system-level documents.
- Facilitate consultations with subject matter experts and stakeholders to reach consensus.
Education & Communication
- Communicate policy updates, review cycles, and expectations to leaders and staff.
- Serve as a resource for policy interpretation and governance processes.
- Coordinate training and communications with regard to policy management and policies as needed
Committee & Administrative Support
- Support policy-related committees by preparing agendas, minutes, briefing notes, and decision logs.
- Monitor and track follow-up actions, ensuring timely completion.
- Assist with continuous improvement of policy governance structures and processes.
Compliance & Quality Assurance
- Monitor policy review schedules to ensure compliance and timely updates.
- Collaborate with Legal, Quality, Risk, Privacy, and clinical teams to identify and address policy gaps.
- Support accreditation activities and internal audits related to policy management.
Technical Support
- Investigate, develop and implement solutions to technical challenges, in collaboration with Information Technology, vendor and policy team.
- Diploma or degree in health sciences, education, business, information technology, or a related field, or an equivalent combination of education and experience
- Education or certification in Project Management (e.g. Project Management or Certified Associate in Project Management) is an asset
- Minimum of 3 years of experience in at least two of these disciplines: policy development, governance, quality improvement, healthcare administration, or project coordination is required.
- Minimum of 2 years of experience supporting projects that involve cross-departmental collaboration, stakeholder engagement, vendor liaison, change management, and adoption of new tools or processes is required.
- Knowledge of healthcare regulations, provincial legislation, and Accreditation Canada standards would be a strong asset.
- Experience working with policy management systems or document management platforms (e.g., SharePoint) would be a strong asset.
- Minimum of 3 years of hands-on experience in Microsoft Suite is required.
- Proven capability in investigating and resolving information technology issues is required.
- Superior judgment, tact and diplomacy including proven meeting and group facilitation skills.
- Excellent interpersonal, communication and customer service skills including the ability to present information to large groups.
- Strong analytical and critical thinking skills.
- Project coordination and change management skills.
- High attention to detail and strong organizational skills.
- A team player.
Application Instructions:
EMPLOYEES OF LEGACY GRAND RIVER HOSPITAL ARE REQUIRED TO SUBMIT THEIR APPLICATION ELECTRONICALLY USING EMPATH.
As per the collective agreement, the internal recruitment process will be completed prior to the consideration of external applications.
WRHN is committed to fair and equitable employment and in our recruitment and selection practices. We strongly believe in inclusion and diversity within our organization, and welcome all applicants including, but not limited to racialized communities, all religions and ethnicities, persons with disabilities, LGBTQ2S+ persons, Indigenous people, and all others who may contribute to the further diversification of our Hospital community. We are committed to providing and fostering a respectful workplace for all employees, free from violence and harassment.
Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. WRHN is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact Human Resources.
International Applicants
If you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. Individuals holding a work or study permit seeking employment in the healthcare sector may be required to complete additional steps in the process. This may also apply to current employees seeking renewal of their work permits. It is the accountability of the applicant and/or employee to ensure they are adhering to their specific work permit restrictions.
We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.
