Job responsibilities
2. Job Purpose
To play a key role in ensuring the
management and smooth operation of Your Healthcare owned and managed
sites ensuring that they are in accordance with all statutory and
organisational guidelines, well managed, safe, clean, effective and
efficient facilities for service users, staff, visitors and tenants and
service delivery is customer focused.
To work closely with Facilities and Contracts Manager to
develop and deliver a vision for sites in respect of business growth, site
management, team leadership and working practices.
3. Dimensions
YH is a not-for-profit provider
of community health and social care services in the Royal Borough of Kingston
upon Thames and Learning Disability Services.
It employs circa 700 staff based across a number of YH, local
authority and NHS owned sites.
Hollyfield House Corporate office and community clinical
and social care staff base.
Surbiton Health Centre Fire Safety, Health & Safety,
and Security processes.
Cedars Unit 21
bedded sub- acute inpatient facility with a focus on rehabilitation at the
Teddington Memorial Hospital site.
Hawks Road Clinic Fire Safety, Health & Safety, and
Security processes.
Manor Drive Clinic - Fire Safety, Health & Safety, and
Security processes.
Sheridan House, Hampton Wick Surgery - Fire Safety, Health & Safety, and
Security processes.
This role will have day to day
operational responsibility for all sites.
4. Key Result Areas
Operational Management and
Planning.
- Working with the Facilities and Contracts
Manager to develop ideas for future service development and business
growth for YH owned and managed sites.
- Act as a single point of contact for
tenants, users, client and local authorities in terms of building, space and
community aspects;
- Develop a
marketing plan for key sites to support business maintenance and
growth specifically in relation to clinical room usage.
- Develop and annually update site level
business plans, overseeing the implementation of the aims and objectives
of the business plans.
- Review the effectiveness of current
operational team, making recommendations and implementing review
outcomes.
- Identify and implement improvements in line
with the Care Quality Commission (CQC) Care Quality Commission Essential
Standards of Quality and Safety and ensure that they are maintained.
- Oversee and/or develop and manage effective portal
systems as appropriate for example Oracle, and other supplier portals to
ensure we are utilising relevant data sets to enhance performance.
- Oversee and/or organise timetables, duty
rotas and holiday cover.
- Attend supplier meetings to monitor and assess performance against
agreed KPI performance targets.
- Keep abreast of current affairs and identify
potential threats and opportunities relevant to the business of YH sites.
- Lead on agreed projects as required in-house
moves, relocations, lift & Shifts etc.
- Co-ordinate and chair supplier meetings as
required.
Resource and performance management.
- Manage effectively delegated revenue budgets
and maintain control within allocated resources via internal systems.
- Support and contribute to an agreed
productivity and cost improvement/cash releasing efficiency savings
programme as part of budgetary controls.
- Manage the procurement of equipment,
supplies and services within target budgets via our dedicated suppliers.
- Ensure that ad hoc and planned audits based
on actual service delivery are carried out routinely and reported on.
Contracts & Management
- Quarterly management of
Leases, Licences, Agreements, & Service Charges.
- Prepare and present contract performance reports at regular
contract review meetings.
- Manage all aspects of the hard & soft FM contract, liaising
with sub-contractors and monitoring performance.
- Negotiate initial service contracts and renewals with potential
contractors ensuring that the organisation obtains the most effective
service at the optimum price.
- Manage income generation within the Oracle system from end to end
ensuring all recharges are processed and monies collected.
Premises and Facilities Management
- Work with the hard FM provider to ensure
that sites are kept in a good state of repair and decoration.
- Be responsible for control of minor work,
specifications, costs, and installation plans.
- Be responsible for systems and planning to
manage site Fire Safety, Health & Safety, Risk Assessments, Security
and DSE requirements reporting on process across sites for integration
into Health & Safety Committee.
- Ensure that premises are properly
maintained, meet infection control standards and that adequate fire
prevention and security systems are in place.
- Maintain contracts/agreements as required
with the other organisations and tenants.
- Arrange
and maintain appropriate maintenance for site based equipment.
Human Resources
- Be responsible for the line management of
allocated staff ensuring that requisite behaviours within the Manifesto,
professional and technical standards are maintained.
- Provide effective leadership for site based
staff supported by performance management arrangements and encourage
team working through regular one to ones and annual appraisals.
- Be responsible for the recruitment,
selection, training and development of allocated staff resources.
- Be responsible for staff cover across sites
ensure that budget controls are in place and maintained.
Organisational
- Convene meetings, prepare agendas and ensure
distribution of minutes as necessary.
- Develop, review and update operating
protocols, policies and procedures for sites.
- Develop and maintain an effective and
accessible paper and electronic filing system and index of all protocols
and procedures.
- Ensure service development and delivery is
in accordance with local and national guidelines.
Information Management and Technology
- Contribute to IT implementation and
modernisation including monitoring staff compliance with Information
Governance Toolkit.
- Motivating, supporting and monitoring staff
in the use of IT.
- Monitor performance against agreed standards
for data entry and data collection.
Communication and Working Relationships
- Ensure effective channels of communication
are maintained with and between all team members and others who occupy
or visit sites.
- Communicate and disseminate information
regarding procedural arrangements across and within sites attending
weekly cascade meetings.
- Actively support the public relations and
communications activities of YH.
- Develop and maintain effective relationships
with service providers, tenants, external contractors, service users and
key stakeholder in order to ensure on-going delivery and development of
site based services.
Governance and Quality
- Review and where necessary develop
operational procedures and quality assurance control systems and
documents to ensure the delivery of consistently high quality and safe
standards of service delivery.
