support services. Job Title : Operations Manager Non-Clinical Support Services

Transcription

1 Date: September 2010 Job Title : Operations Manager Non-Clinical Department : Hospital Operations Location : North Shore & Waitakere Hospitals Reporting To : Group Manager Hospital Operations Direct Reports : Manager, Clinical Records Team Leader, Reception and Telephony Team Leader s, Clinical Transcription Functional Relationships with : Internal Group Manager Hospital Operations Domestic Services Contractor Orderly Services Contractor Laundry Services Contractor Copy Centre Contractor Postal Service Contractor Business & Contracts Analysts Finance & Accounts Departments Infection Control Staff Waitemata DHB operational managers Clinical and non-clinical staff External Waitemata District Community Ministry of Health Other DHB managers Contractors Suppliers Purpose : To lead Non-Clinical Services at WDHB in supporting positive patient outcomes by ensuring that the patient s journey is optimised by the delivery of a consistently high quality nonclinical support services. To manage resources within the constraints of the business plan, in accordance with policies and values of the organisation. To oversee the operations of Cleaning, Orderly and Mail Room Services and associated contracts Effectively manage several external contracts i.e. linen, hygiene, water, printing & photocopiers etc To oversee contract staff employed in the provision of contracts and services. Authorise monthly contract invoice payments, within approved limits. Page 1 of 6

2 Responsibilities Financial Management Information Management Service Output Management Quality Management Human Resources Management Key Tasks The monthly reporting and annual budgeting requirements are met. Services are delivered within agreed budget targets. Variances and trends, when identified, are managed appropriately. Capital and operating expenditure is managed effectively, following organisational procedures. Team Leaders are well informed regarding financial information relevant to their service and they are motivated to improve financial performance of service. Uses Innovation in service delivery to optimise financial performance Existing information gathering processes are followed by all in team. Systems are established for distributing relevant information in a way that is meaningful to recipients. Information resources that are necessary to progress service objectives are identified and obtained. New information systems and data collection systems are implemented as required. Services are planned and then delivered according to contracted obligations and boundaries. Services are delivered within agreed volume targets. Variances and trends, when identified, are managed appropriately. Own team and management team understand progress of service delivery requirements. Opportunities for service improvement and efficiencies are identified and actioned, congruent with service strategies. Timely and appropriate input into the strategic and business planning cycle is provided for the Group Manager. Contracted quality standards and the objectives of the service s quality plan are met. The Waitemata DHB quality strategy is know and enacted by the team. The philosophy that quality of service is everyone s business is promoted and enacted. The complaints and occurrence reporting systems are implemented effectively. Priorities for best practice initiatives are identified, supported and implemented. All Waitemata DHB Human Resources policies are implemented in such a way as to generate staff satisfaction and minimise risk. Changes within the services are managed. effectively and meet stated objectives. Poor performance issues are managed so that there is no risky and a good outcome for Waitemata DHB. Recruitment and orientation of new employees is managed so that staff retention is achieved. Page 2 of 6

3 Responsibilities Team Management Other projects that may be required by the Group Manager Treaty of Waitangi To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Key Tasks The Waitemata DHB performance management system is followed Training needs are identified for all staff and strategies are devised to address them The organisation s values guide all aspects of team function and service delivery Staff are clear about the direction of the service and their role in that, and achieve expected results to a high standard Team interacts enthusiastically and participates in decision making Individual abilities and limitations of team members are managed effectively Team members are empowered and responsible for their own results Any conflict within the team is resolved to the satisfaction of all involved Meetings, discussions and communication processes within the team are effectively facilitated Staff receive appropriate information quickly and consistently Regular communication forums for staff and consumers are established for the service are working effectively Systems and processes are in place to ensure teamwork across all components of service The approved project management process is followed for all projects Projects come in on time and within budget Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive Shows sensitivity to cultural complexity in the workforce and patient population Understands and applies WDHB Health and Safety policies and relevant procedures Identifies, reports and self manages hazards where appropriate Acts to ensure the safety of self and others Page 3 of 6

4 VERIFICATION: Employee: Department Head: Date: Page 4 of 6

5 PERSON SPECIFICATION POSITION TITLE: Operations Manager Non-Clinical Qualification Minimum Tertiary qualification or 5+ years operational management experience Preferred Postgraduate qualification in Health Business or related field Experience / Knowledge Minimum of 2 years management experience at a senior level in a medium/large organisation Financial planning Strategic planning Operational management Business planning Contract Management Experience in a Healthcare environment Project Management Skills / Attributes Well developed conceptual thinking with a strategic focus Customer / Quality focus Well developed interpersonal skills Excellent written / oral communication skills Understanding of the Treaty of Waitangi Team Player Lateral thinker / innovative Achievement oriented Ability to work autonomously Sound computer skills Microsoft Office suite to an intermediate level Experience in the use of Oracle financial systems Experience in the management of large service contracts Experience in contract negotiations Sense of humour Page 5 of 6

6 Adheres to Waitemata District Health Boards 5 organisational values of: Respect Integrity Compassion Openness Customer Focus Behavioural Competencies Communicates and Works Co-Operatively Deals with Ambiguity Understand the value of teamwork Behaviour Demonstrated Actively looks for ways to collaborate with and assists other to improve the experience of the healthcare workforce, patients and their families and the community and Iwi Is confident in dealings with others Is articulate and able to influence and persuade. Communicates openly and engages widely across the organisation Enacts agreed decisions with integrity Can effectively cope with change Isn t upset when things are up in the air Know when to ask for help if uncertain Manages the internal negotiation process regarding the allocation of resources or time Contributes to the team environment Page 6 of 6