POSITION DESCRIPTION

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1 POSITION DESCRIPTION Position Title: General Manager, Clinical Research Domain Employer: Baker IDI Heart and Diabetes Institute Domain: Clinical Research Supervisor/Manager: Head, Clinical Research Domain Date: 28 th October 2015 BACKGROUND: Baker IDI Heart and Diabetes Institute was established in 2008 following the merger of the Baker Heart Research Institute and the International Diabetes Institute. Baker IDI is the nation s first multi disciplinary organisation tackling the deadly trio of obesity, diabetes and cardiovascular disease through research, education and patient care. DEPARTMENT/DIVISION: The Clinical Research Domain is the human face of Baker IDI. It provides and supports a range of clinical and research activities that make it a unique facility for human research. A key component of the Clinical Research Domain (the Domain) is its clinical services which encompass consultative, educational, allied health and investigations services across a range of specialities including diabetes, cardiology, respiratory/sleep medicine, ophthalmology and weight management. In addition the Domain incorporates a number of research support and governance initiatives for the Institute including an imaging suite (MRI, echocardiography and DEXA), biologic specimen store (biobank) and research governance services. The Domain also hosts a number of Institute researchers with interests ranging from cardiology through to clinical diabetes research. The Domain is based in Melbourne, Victoria, Australia at The Alfred Centre on the corner of Commercial and Punt Roads in Prahran. NATURE OF ENVIRONMENT: A clinical service and clinical research client oriented environment, encompassing a large and busy clinical service extending across a range of different specialties and service areas and research support both within the Domain and the Institute more broadly. Staffing includes clinical administrative staff, clinicians, research support staff and researchers. Supporting research projects are permanent, grant specific and casual employees as well as higher degree research students. SUMMARY OF POSITION: This is a high level general management position that requires experience in medical practice management. This position would be ideal for a senior practice manager with broader management experience who wants to expand into an executive role in a dynamic and challenging clinical service and research environment. The General Manager, Clinical Research Domain will be responsible for supporting the Domain Head and facilitating the ongoing development of systems to support the efficient and smooth running of a large and growing clinical and research service. In addition, this position will be required to oversee the administrative components of the Domain (including its clinical service) including its finance, bookings, human resources (including staff supervision), workplace health and safety, facilities management, activity reporting and information management. Whilst the position will oversee day to day administrative functions it will work in partnership with and have the support of the other administrative areas of the Institute as well as the General Manager of General Manager, Clinical Research Domain Position Description as at 29 October 2015 Page 1 of 5

2 Diabetes Services, a senior clinician with oversight of clinical service delivery and the Diabetes Education Services Manager. The mission of this position is to ensure that the Domain: provides high quality clinical services that support the broader research mission of the Institute provides a conducive environment for undertaking research within the Domain supports excellence in research across the Institute utilises processes and resources in a responsible and efficient manner that support the broader research mission of the Institute SUPERVISORY RESPONSIBILITIES: Direct supervision of Senior Clinical Administrative Officer based in the Domain Provide direction to staff of the Domain, in consultation with the Domain Head. Management of other administrative, clinical, administrative, technical and/or research staff in relation to project/contract tasks. KEY CONTACTS: Internal: Domain Head, Clinical Research Domain General Manager of Diabetes Services, Clinical Research Domain Diabetes Education Services Manager, Clinical Research Domain Clinical Research Support Unit Manager Head of Clinical Imaging Chief Operating Officer Administration and Operational Department Heads Direct Reports: Senior Clinical Administrative Officer External: Alfred Health Medicare/DVA Off site Baker IDI clinical services including Footscray and Central Australian services Clinical software and research and clinical equipment companies Victorian Department of Health Universities External researchers and organisations wishing to access Clinical Research Domain facilities Local, state and federal government TRAVEL REQUIREMENTS: As required. Limited local and occasional interstate travel may be required. KEY JOB REQUIREMENTS, RESPONSIBILITIES & DUTIES: Business process re engineering, in general across the Domain and specifically in relation to: General Manager, Clinical Research Domain Position Description as at 29 October 2015 Page 2 of 5

3 - establishment and management of contracts (projects, commercial contracts, MOUs etc). This will include ensuring that there is a clear understanding of responsibilities between Commercialisation, Finance and Legal arms of the Institute and The Domain - the process of requesting IT support and engaging in IT related projects - facilities and equipment management (including commercial equipment servicing contract management). - utilising and/or setting up processes to support the management of contracts, projects and other important processes In consultation with research focused senior management identify and/or facilitate the development of potential funding opportunities and negotiate on behalf of the Institute in the setting up of contracts, MOUs, projects etc. Contribute to (where appropriate) and coordinate the Institute response/submission to commercial and grant related project opportunities, including managing version control, due dates and acting as the key liaison with relevant staff in all locations. The Domain s key liaison contact or ongoing account manager with the Domain s partners, stakeholders and contacts (peak bodies, health department, health services groups, hospital etc). This will include: - Keeping these bodies up to date with the goings on and achievements of the Domain - Management of the relationship both during and outside active projects - Supporting groups that are evaluating an opportunity to work with Baker IDI and facilitating them in making a decision in a timely fashion - Ensuring active projects or other understandings are functioning from a practical perspective and if not, working with the body in question to make relevant changes/adjustments to contracts or other documented agreements so that all parties are satisfied and the work is able to be completed efficiently and effectively High level financial review and management of project budgets where required. High level administrative/operations liaison ensuring processes are robust and issues are resolved swiftly and effectively. Development/coordination of various reports and updates for our Community and Corporate Relations group to provide to specific donors and supporters. Contributing to the Institute s endeavours to source funds from philanthropic and related sources Ensure information about the Domain is current and maintained on the Baker IDI intranet and website. Work co operatively with relevant research leaders and Institute management Development and monitoring of the annual core Domain and clinical service budgets (130 and 260), oversight of project budgets, expense approvals and other management of budgets, grants and non financial resources Identifying operational priorities, resource requirements and allocations, future projects, performance measures, delegations and reporting protocols Periodic reporting of research activities where relevant Clinical Services Practice Management Participate as a member of the Clinical Services Senior Management Team and provide regular reports and statistics regarding clinic throughput, performance and revenue Liaise with General Manager of Diabetes Services on strategic and operational matters regarding the clinic service Manage the systems and procedures for administrative functions and tasks required to enable the clinic to function effectively General Manager, Clinical Research Domain Position Description as at 29 October 2015 Page 3 of 5

4 Deal with consumer complaints in an efficient, effective and timely manner Line management of Senior Clinical Administrative Officer linked to the clinical service Provide thought leadership for the Senior Clinical Administrative Officer and the Clinical Administrative Officers Oversight of financial management including billing, banking and budgets Oversight of IT systems/practice Management Software including updates and reporting Facilitation of practitioner contract development and monitoring in liaison with Clinical Service Manager meet statutory requirements of the company by maintaining up to date and accurate knowledge in: OH&S legislation EEO Legislation Privacy Legislation Confidential Information Policy Baker IDI Heart and Diabetes Institute Code of Conduct Australian Code for the Responsible Conduct of Research Baker IDI Intellectual Property Agreement REQUIREMENTS OF POSITION HOLDER EDUCATION LEVEL: Postgraduate qualifications with relevant experience in clinical practice management; or Extensive management experience and proven management expertise; or An equivalent combination of relevant experience and/or education/training. EXPERIENCE: At least five years or equivalent experience in clinical practice management Experience in administration management, process improvement, project management and relationship management. The ability to work constructively and collegially in a clinical and research focussed environment. The ability to respond rapidly and practically to a demanding environment, seeing the core of the issue and suggesting solution options quickly. Professional presentation skills to represent the Institute convincingly at both internal and external meetings. Experience within a similar type of environment (Scientific, Health or Academic) is desirable. ORGANISATIONAL KNOWLEDGE: Bring a multi perspective understanding to the development, carriage, marketing and implementation of new policies; devise new ways of adapting the organisation's strategies to new, including externally generated, demands. COMMUNICATION/INTERPERSONAL SKILLS: A high level of interpersonal skills, which enable the appointee to liaise effectively with a wide range of people at a variety of levels internal and external to Baker IDI. Very high level written and oral communication skills, including the capacity to write prose reports and develop powerpoint presentations at board level, without supervision. Demonstrated ability to participate positively in a team. General Manager, Clinical Research Domain Position Description as at 29 October 2015 Page 4 of 5

5 KNOWLEDGE: Excellent planning and organisational skills, including the ability to manage a range of tasks with conflicting priorities. ABILITIES: Demonstrated ability to meet deadlines without compromising close attention to detail and accuracy. Proven ability to work as a member of a team as well as autonomously without close supervision. Demonstrated ability and willingness to take initiative and to improve and enhance existing systems and procedures (quality assurance). Demonstrated ability to maintain confidentiality and comply with privacy requirements. As Baker IDI evolves to meet its changing strategic and operational needs and objectives, so will the roles required of its staff members. As such, staff should be aware that this document is not intended to represent the position which the occupant will perform in perpetuity. This position description is intended to provide an overall view of the incumbent s role as at the date of this statement. In addition to this document, the specifics of the incumbent s role will be described in Key Performance Indicators (KPIs) developed by the incumbent and relevant supervisor as part of Baker IDI s performance appraisal and development process. Last updated 29 th October 2015 General Manager, Clinical Research Domain Position Description as at 29 October 2015 Page 5 of 5

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