This is a temporary Full-Time assignment for approximately 6 months.
In 2015, Bridgepoint Active Healthcare, Circle of Care, Lunenfeld-Tanenbaum Research Institute and Mount Sinai Hospital, came together to form Sinai Health System – and leverage our collective expertise and create a system that better responds to the changing needs of our patients, families and clients.
Sinai Health has a bold vision and strategy for the future: To create Canada's leading health system pushing the boundaries to realize the best health and care for complex patients. A key enabler of this vision is Sinai Health’s People Plan – which provides an explicit commitment to our people about our commitment to creating a workplace culture and environment that is safe, caring, equitable, compassionate and accountable in order to ultimately provide optimal care to patients and their family caregivers.
To support us on our journey, Sinai Health System is looking for a Administrator IT and Food Purchasing to support our Food Services department at our Mount Sinai Hospital Campus.
Duties & Responsibilities
The incumbent is responsible for the operational management of the Cbord Food Service Software System and manages the department’s inventory & supply chain and all financial activities.
Procurement and Supply Chain Management
Control procurement budget, purchase food, paper, capital and other goods & services required by patient food services and retail operations
Ensure all procurement contracts and purchases are tendered as per broader public sector guidelines, hospital policies and maximize Health Pro contracts to increase rebates
Manage over $100,000 of on hand inventory at any given time
Create purchase orders requisitions based on par and reorder levels and forecasts
Supervise receiver, ensure goods stored following FIFO and units orders are issued and processed ensuing accuracy
Leads and co-ordinates in each period end and year-end inventory process.
Verify and process monthly retails transfers and productions food requests, generate weekly transfers reports to compute retail food & paper costs
Manage the receiving and verification of invoices and requisitions for goods and services
Generate and review usage reports and forecasts to adjust par and reorder levels used to manage inventory levels
Review and assess total supply chain procedures and identify opportunities to minimize and eliminate risk and shrinkage
Audit and monitor food inventory transactions; develop and implement system revisions to achieve accuracy and confidence in food supply chain
Build and maintain strong relations with various suppliers and manufacturers and ensure that BPS guidelines and hospital policies are adhered to in these rations
Review and follow up on monthly Healthpro contract updates for the department
Commit to Healthpro bids based on departments purchasing requirements
Source new items as required for patient services and retail following BPS guidelines and honouring Healthpro commitments
Manage and Control daily food, supply and labour expenses within the incumbents scope including routine inventory counts
Oversee the day to day processing of accounts payable transactions to ensure that departmental finances are maintained up to date and accurate
Ensure the processing of all P.O. matching invoices, up to 100 plus line items
Ensure the accuracy of weekly accounts payable SAP interface file.
Verify that transactions comply with financial policies and procedures
Respond to all vendor inquiries, reconcile vendor statements, research and correct discrepancies
Responsible for accuracy and timeliness of financial data and key results indicators (KRI”s)
Manage and Coordinate action plans for financial improvements.
Manage and expense petty cash and general expenses; certify all charges are allocated accurately and adheres to hospital policies
Assist in the creation of fiscal budgets for food services and retail
Analyze and monitor financial data utilizing accounting theories to identify budget variances and investigate causes
Coordinates and administers month-end procedures and proper cost allocation for journal entries and month end accruals
Information Systems Management
Assumes responsibility for support of applications, operations and information management services for the Nutrition & Food Services
Maintains CBORD Information Systems required for patient food services & retail including Nutrition Service Suite, Food Service Management Systems & Event Master
Coordinate maintenance and data integrity of the Food Services nutrition analysis and input nutritional analysis and compliances for all foods with over 85 diet orders and combinations as well as over 2000 food items
Review and maintains all change orders, recipes, service menus, analysis and approval before promotion to production.
Maintains database information and programming for patient menus, food, nourishment and meal food lists, tray ticket set-up, meal service schedule, and patient room information. Functions at a high level of autonomy in setting objectives for database integrity and performance reviewing own work for adequacy.
Demonstrates outstanding ability to prepare and facilitate project plans, timelines and status reports for new modules, applications or upgrades critical to Nutrition and Food Services.
Communicates appropriate product and system procedural changes to all department system users.
Provides guidance and recommendations to system users regarding FSS/NSS/Event master,. Demonstrates ability to mentor and affect desired results based on team member’s individual goals and objectives.
Recognized as an expert in field. Handles complex production and operational problems in an expedient efficient manner requiring individual judgment and latitude to solve problems
Informs management of potential service level problems before they occur and communicates solutions.
Recommends alternatives and changes to systems to enable the department to run more efficiently and effectively, anticipating customer needs.
Conducts audits to ensure database integrity and accuracy. Takes appropriate action to resolve issues.
Provide leadership and support to process improvement projects pertaining to the food system and supply chain from a systems, technology and Food Services perspective
Successful completion of a Bachelors degree in Business, Accounting, Information Systems or Nutrition
Applicants with proven equivalent recent and related training and experience may also be considered
Experience with supply chain management in food services preferred
Experience in accounts payable, financial analysis and knowledge of healthcare budget would be as asset
Sound knowledge of database development and management
Previous experience with CBORD NSS and especially FSS
Previously worked in an unionized environment
Proficiency with Microsoft (Word, Excel, Powerpoint, Access and Outlook)
Demonstrated satisfactory work performance and attendance history