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Team Assistant

Closing Date:
Open until position filled
Job Summary:

Date: March 29, 2018

Job Title : Team Assistant

Reports to: Director, Project Management and Process Improvement


Position Summary:

The Continuous Improvement Task Force is looking to recruit one Team Assistant for the next round of secondment, commencing June 4, 2018 for a period of 4 to 6 months.

Secondments (which may be shortened/extended based on business needs) are filled on a temporary full-time assignment based out of the Waterloo office from 8:30AM to 4:30PM. All shifts for current positions will be backfilled.

Team Assistant will report to the Director, Project Management and Process Improvement, with day to day supervision being provided by the Task Force Manager(s). Seconded staff will represent their peers (i.e. Team Assistants) by bringing their subject-matter-expertise to this Task Force. In partnership with other team members, seconded Team Assistant will solicit and evaluate staff suggestions to improve current workflows; create more efficient processes; identity solutions; develop plans and implement the changes with the goal of creating a better employee and patient experience.

At the end of the secondment term, staff will return to their previous position. The expectation is to use the newly acquired skills in helping coworkers with structured problem solving of local team issues. Thus, helping create an organization of empowered problem solvers.

Major Responsibilities

In this role, you will leverage your experience and knowledge from your current role. The goal is to improve your processes, staff and patient experience. Position duties are listed below:

  • Identify process improvement ideas by reviewing existing repository of improvement ideas and engaging staff to identify new opportunities.
  • Evaluate ideas through systematic process and prioritize them based on implementation effort and outcome impact (benefits).


  • Help us understand the processes, pain points, improvement opportunities and priorities
  • Utilize best practice CQI methods and tools (scaled based on complexity) to implement ideas by measuring benefits (i.e. staff time saving)
  • Actively engage key players and stakeholders (i.e. Patient Services Directors, Managers, Care Coordinators, Team Assistants, external partners, etc.)
  • Develop education material and update/develop related policies and procedures
  • Provide education to peers and make presentations to the management team
  • Wiling to travel to locations within and outside our LHIN as required.
  • Transcribing, copying and distributing letters, memos and conference reports using word processing software and other equipment
  • Performing other duties as assigned.



Health related discipline or relevant field and experience.

Required Skills & Experience

  • Broad experience of Care Coordinator and / or Team Assistant processes in your current or past positions.
  • Versatile experience within the broader health care sector would be an asset.
  • Versatile experience outside of the health care sector would be an asset.
  • Experience with Lean or other quality improvement methodologies are not mandatory, but would be an asset.
  • Strong team player, making valued contribution while being open and respectful to the views of others.
  • Quick learner with the ability to grasp and adopt new concepts quickly.

·         Someone who understands their processes and the inefficiencies therein, and is seen as a change agent with honesty and integrity.       

·         Self-starter / initiator who can take on multiple tasks and execute them with minimal supervision or guidance.

·         Possesses proven problem-solving skills using critical thought process.

·         Effective interpersonal, verbal and written communication skills, for driving change management.

·         Excellent facilitation, training and presentation skills.

Application Requirements

As part of the interview process, candidates will be required to present an actual problem and an improvement solution that will create Care Coordinator and / or Team Assistant capacity by removing wasted time as a result of non-value added tasks, process variation, task duplication, manual processes, etc. Please prepare a concise one page document that contains: 1) a background statement of the issue; 2) a problem statement that explains the magnitude of the wasted time; 3) a proposed solution; and 4) recommended steps for implementation.

WWLHIN strives to create a respectful, accessible and inclusive work environment.  Upon individual request, hiring processes will be modified to remove barriers to accommodate those with disabilities.  Should any applicant require accommodation through the application, interview or selection processes, please contact Human Resources at for assistance. 

If you are interested in this position, please submit a cover letter, along with a resume, outlining how your skills, qualifications and experience meet the position requirements, quoting posting #18/C/13.  In addition, please include the above-mentioned one-page problem-solving idea before 11:59 p.m. on April 8, 2018 to Human Resources (e-mail: We thank all applicants in advance; however, we will be communicating only with those selected for an interview.

*** PLEASE NOTE*** Cover letters and resumes need to be submitted as a single file, acceptable files are: doc, docx, and pdf. Please include your first name, last name and job title in the file name when applying, example JohnSmith_AdministrativeAssistant.


About the CCAC

Community Care Access Centres (CCACs) connect people across Ontario with quality in‐home and community‐based health care. CCACs provide information, access to qualified care providers and community‐based services to help people come home from hospital or live independently at home.