Job responsibilities
The
Service Manager will report to the Hospital Director and provide administrative
support to members of the Senior Management Team. The role will provide
oversight and management for reception, the Hospital Administration Team,
Housekeeping Team and the catering team for the Hospital. Additionally, the
Service Manager will also co-ordinate the implementation of the Groups IT
strategy.
MAIN RESPONSIBILITIES AND DUTIES:
1.
Provide administrative support to Partners including
correspondence and diary management
2.
Preparation for meetings at a senior level,
minuting and distribution of information
3.
Processing and ordering of purchase
requirements for departments as required
4.
Liaising with and providing information to
and from various departments from head office
5.
Providing information to General Manager and
Partner/Directors, as necessary
6.
Report to and participate in Clinical
governance
7.
Communicating with all levels of staff in an
effort to improve communication and efficiency within the Group
8.
Monitoring annual leave for Key Personnel
9.
Budgetary control for departments being
supervised
10. Embrace the marketing strategy for the Group
11. To ensure there is a fitting approach to risk assessments and method
statements.
12. Assist with preparation for inspection by regulatory bodies including
CQC
13. Oversee reception, housekeeping and catering
IT
1.
Co-ordinate the implementation of the Groups
IT strategy
2.
Be the named person to liaise on a day to day
basis with the companys external IT company for problem solving, fault
finding and general improvement of the IT provision across the Group
3.
Play an active role in IT procurement,
implementation and maintenance, providing IT training to staff, where
necessary
4.
Data structure and storage on Server
Facilities
Management
1.
Create a welcoming reception and office
experience for internal and external visitors by:
Overseeing the smooth running of reception to
meet patients, visitors and stakeholders needs
Ensure that signing in & out processes
are followed for visitors and contractors in line with company policy
Ensuring that reception is well stocked with PPE
as required
Oversee the management and distribution of
security panic alarms for staff and visitors
Overseeing the daily processing of incoming
and outgoing post and deliveries are distributed within in Hospital
Ensure the office is fully stocked and running smoothly, placing orders
and replenishing office and facilities supplies when necessary
Ensuring that signage and noticeboards in reception are up to date
Processing and ordering of purchase requirements
for departments as required
To oversee and manage the administration team
for hospital to ensure the department is supported in meeting its objectives
2.
Oversee a professional catering service, in
line with company, environmental health and regulatory standards and patient expectations.
Including:
To ensure the catering department
offer a varied, balanced, nutritious and appetising meal provision to
patients residing in the hospital
To ensure that the catering department is
responsive to patient feedback on the quality of the catering provision and
is able to adjust and improve its provision.
To set objectives for the catering department,
including supervising the recruitment and selection process.
To assess employee performance and recognise
training needs and potential as appropriate.
To ensure that the department achieves, as a
minimum, the financial targets agreed during each financial year in line with
the budget.
To monitor the work of the team and carry out
appraisals ensuring that information is filed appropriately, with development
plans that are actively used.
To hold team meetings on a regular basis to
communicate targets, standards required, company and client information.
To assist the Finance Manager in preparing the
annual budget; to achieve and maintain the food cost in accordance with the
budget.
Conduct regular inspections of facilities and recommends repairs
and upgrades when needed.
To ensure that food hygiene standards are
maintained in line with regulatory regulations
3.
Managing the housekeeping department to
provide a high level of cleanliness and minimise the risk of the spread of
infection in line with company, environmental health and regulatory standards
and patient expectations by:
Being the first point of call for the senior management team and
hospital staff for housekeeping or laundry requirements
Supporting the housekeeping team with ongoing training and
development
To set objectives for the housekeeping department, including supervising
the recruitment and selection process.
Overseeing the staff allocation and rotas of the department to
ensure the needs of the hospital are met at all times
Approving annual leave and approving hours worked on the time
and attendance system
To ensure that the department achieves, as a minimum, the
financial targets agreed during each financial year in line with the budget.
Ensuring that orders are cost efficient, managed in a timely
fashion and stock of supplies are monitored
Ensuring that the department works closely with the wards to
ensure that documentation is maintained to evidence appropriate cleaning has
been carried out on a daily basis
To establish and maintain location cleaning schedules.
Conducts inspections of facilities and recommends repairs and
upgrades when needed.
Implement findings from infection control audits
Maintaining the standards set by the organisation and in line
with regulatory requirements
Assisting the housekeeping team to meet their daily targets
Supporting and providing the housekeeping team with ongoing
training and development
Complying with all company health and safety, including COSHH,
legionella policies and recording any maintenance problems, safety hazards,
accidents or injuries.
This Job Description provides a
general account of duties and responsibilities. It may be subject to variation and change
as necessary.
KEY
RELATIONSHIPS:
Hospital
Director
General
Manager
Partner
Clinical
Lead Nurse
HR
Coordinator
Head of HR
Registered
Managers
Department Managers
Head Chef
Housekeeping
Supervisor
Administrators
Estates
Manager
Finance
Manager
Practice
Nurse
Ward
Managers
