Manager, Business Performance & Development / Capital Projects

Transcription

1 Bethesda Hospital Incorporated Position Description Date: Position Title: Reports to: Manager, Business Performance & Development / Capital Projects SECTION 1: Position Summary The is responsible for leading a small team of personnel at Bethesda Health Care and in summary, will be responsible for: Working as part of the Hospital Management Committee to achieve the Organisation s vision; Having a primary focus on procurement, warehousing and internal distribution processes for a comprehensive range of medical and other consumables, being operational as required; Implement new or improved supply chain processes; Increase internal service and maximise on-site warehousing infrastructure; Collaborate with other departments to identify or qualify new suppliers; Negotiate prices and terms with suppliers and implement cost reduction strategies; Monitor supplier performance to assess their ability to meet quality and delivery requirements; Analyse warehouse and imprest locations to reduce waste and optimise supply delivery; Assisting and advising in the preparation for the introduction of a new Enterprise Resource Planning (ERP) system as it relates to procure to pay aspects; Mentor and teach current staff in the principles of supply chain management, operating procedures and industry practice to ensure their longer-term professional development; Drafting and implementing operating departmental operating procedures; Driving a methodology of continuous improvement to increase and improve service levels to key clinical departments; and Internally promoting the department and represent at all levels in a manner consistent with the level of the position as well as the Mission, Vision and Values. SECTION 2: Key Working Relationships INTERNAL EXTERNAL Chief Executive Officer Executive Team Suppliers Contractors Clinical Nurse Managers Department Managers All staff PD - v2.doc

2 Page 2 SECTION 3: Key Result Areas (s) and Key Performance Indicators (KPIs) DISPLAY THE BETHESDA VALUES Work displaying the values of teamwork, respect, integrity, compassion, excellence and professionalism. Behavioural Descriptors Adhere to the Bethesda values and consistently behave in an honest and ethical way. Lead by example and maintain a high standard of professionalism and impartiality. Present a united leadership voice; support other leaders. Recognise, value and promote the diversity within the department and Hospital to enhance the operation and achievement of goals. Follow through on decisions to ensure the provision of prompt, efficient and responsive customer service personally and through the activities of the department to ensure the corporate good. Encourage and contribute to debate on own ideas and the ideas of others. Understand and operate within legal constraints and limitations. Make decisions for the corporate good. Take ownership for decisions and accept responsibility when things go wrong; learn from mistakes. Demonstrate tenacity and persist with initiatives that are of benefit to the achievement of Hospital goals. Demonstrate accountability and commitment to selfdevelopment; proactively identify development opportunities and seek to extend skills and experience; share learning with others. KPI Participation in 360º feedback assessment and follow through on the development plan. Record on ongoing selfdevelopment record in technical and management areas. Number of complaints. % Staff satisfaction PD - v2.doc

3 Page 3 IMPLEMENT THE VISION AND INNOVATION Build awareness of the Hospital s goals and identify, implement and communicate solutions and improvement opportunities to ensure achievement of the goals. Support organisational change initiatives through adaptability, facilitation and/or leadership Engage others in the Hospital s mission and vision and encourage commitment. Think and act with a long-term futuristic perspective. Conceptualise the role of the organisation in society and consider community expectations. Contribute to the formulation of plans that link with the organisational strategic objectives. Shows drive, energy and initiative; get involved and galvanises others to act to deliver the key results for the organization. Engages audience and presents messages in a clear and articulate manner. Focus on gaining a clear understanding of the others message. Structure messages clearly and succinctly, both orally and in writing. Present key information effectively; outline implications and ensure key conclusions are conveyed. Identify critical information gaps, and ensure required information is obtained. Apply lateral and creative thinking to generate ideas and solutions. Initiate activities that result in a superior quality improvement framework and outcomes of the supply department. Identify new business opportunities and provide costed business cases for discussion. Lead and facilitate effective, planned change to improve operational effectiveness and efficiency. Enable teams to succeed in making change. Promote the Organisation to the wider community in public forums; give presentations. Evidence of a culture in the Department achieving trust, excellence, teamwork, accountability, high-level customer service, quality outputs and safety. Staff who understand their role in assisting delivering the Hospital s Mission and Vision. Successful business cases developed for new initiatives. Planned change tasks productively managed with staff, patients and families. Demonstrated continuous improvement solutions across the department PD - v2.doc

4 Page 4 COLLABORATE AS ONE TEAM Build, enhance and maintain interpersonal relationships with relevant stakeholders to achieve organisational goals Demonstrate appropriate leadership skills to build, empower and guide people to achieve organisational goals Acts as mentor and professional role model to subordinate staff and participates in the professional development of these and other staff; Consult, and promote open discussion; facilitate reciprocal sharing of information with key stakeholders internally and externally. Demonstrate and promote effective communication skills when interacting with patients, significant other and other health professionals. Access and build positive relationships with external and internal stakeholders to enhance the delivery of care in the Hospital. Manage and communicate changing situations that may affect workload. Promote flexibility and cope effectively with day-to-day people and work changes, shifting priorities and periods of uncertainty. Delegate responsibility for work to others with support and appropriate parameters. Actively listen to colleagues and clients; support team members and recognise the contribution made by others. Resolve conflict using appropriate strategies; find solutions that manage the sensitivities involved. Provide clear, constructive and timely feedback in a manner that encourages learning and achieve the required resolution. Set performance standards and conduct regular reviews; identify and constructively address under-performance. Recognise and reward success and good performance. Act as a coach and work with people to facilitate continuous learning. Develop and facilitate learning and training workshops within the Hospital and externally. Perform other duties as directed to support the completing of key outcomes of the Hospital. Employees working in a climate of Industrial harmony. % of staff turnover. % of sick leave. Grievances resolved in an effective and timely manner with all parties in agreement with outcome. Completion of performance reviews and implementation of development plans for all team members. Cultural survey to assess success of communication strategy PD - v2.doc

5 Page 5 KNOW THE BUSINESS Build and maintain awareness of the Hospital s customers and the service which we operate. Perform the business of a private hospital; take appropriate action and follow up to help ensure realisation of results Manage activities related to strategic purchasing, material requirements planning, inventory control, warehousing, and receiving. Develops effective relations with suppliers and ensures the hospital s interests are protected through the preparation and monitoring of documented external service agreements. Take steps to ensure the provision of prompt, efficient and responsive customer service personally and through the activities of the department. Buy without prejudice seeking to obtain the maximum value. Constantly strive for knowledge of the materials and processes that are relevant to goods used at Bethesda. Implement metrics and indicators to monitor financial and quality performance Make certain logistics and warehousing processes meet fluctuating day-to-day Hospital activity levels such that the agreed products are available as needed for all areas. Maintain inventory investment and inventory loss at the minimal practical level. Develop and maintain relevant contracts for Hospital supply. Ensure supply storage standards and accountability is well defined, established, and understood by all staff in the department and accommodates infection control and OSH requirements. Investigate and apply contemporary best practice approaches in all areas of role Human Resources, Safety, Financial etc. Identify learning opportunities for staff that will build the capability of the department in line with strategic objectives. Maintain an appropriately skilled staff to meet productivity needs through targeted recruitment and retention strategies in accordance with EEO legislation. Ensure risk is managed within the Organisational risk appetite. Promote and maintain a safe working environment in accordance with legislative requirements for all staff, patients and visitors. Investigate and initiate action on incidences of safety and security breaches for staff, patient and visitors. Successful development and implementation of policy. Maintenance of external reporting requirements and accreditation status related to the department. Demonstrated commercial and quality improvements. Consistent positive feedback from other departments and services regarding service provision. Accuracy of trend analysis and forecasting. Timely resolution of reported risk indicators. Staff attendance at learning opportunities. Timeliness and accuracy of reports. Monthly/annual business performance targets are met. Successful implementation and achievement of business plans. HR indicators (retention, staff engagement, injury rate, WC insurance premiums etc) reflect benchmarks. Documented evidence of performance improvement activities PD - v2.doc

6 Page 6 Manage the budget planning process for the department. Ensure appropriate levels of accountability, responsibility and decision-making are in place to manage overall department expenditure. Allocate and monitor material resources, according to forecast needs, changing priorities, service effectiveness and budgetary constraints. Undertake a yearly stocktake and report variances within 2 days of the stocktake. SECTION 4: Authority Levels The has the delegated power and authority to direct all management, financial, marketing and operational initiatives for the Supply Department designated by Bethesda Hospital subject to agreed specific financial limits determined by the Manager, Business Performance & Development / Capital Projects as specified in the Delegation of Matrix. The reports to the Manager, Business Performance & Development / Capital Projects functions within agreed management limitations, delegations, accountabilities and governance. SECTION 5: Selection Criteria Qualifications Current Police Check and Working with Children Check (no more than 6 months old). TAFE, Graduate or Post-Graduate qualification in procurement, logistics, warehousing management. Knowledge Knowledge of procurement and logistics processes inventory control, inclusive of imprest management. Knowledge of contemporary financial and contract management practices and systems related to role. Knowledge of contemporary human resource management and OSH principles within a warehousing and logistics environment. ERP implementation and planning exposure. Supply chain and procurement management in a Hospital environment. Hospital experience. An understanding of economic, market, financial, technological and other external and internal factors that affect the business of Bethesda PD - v2.doc

7 Page 7 Skills Well-developed communications skills and the ability to effectively communicate and build relationships with clinical leaders and the business Executive. Effective people management, people development and organisation skills. Negotiation and problem-solving skills, with a solution creation attitude. A minimum intermediate technical proficiency in Excel and Word. Use of computerised inventory management systems, including electronic requisitions, automated purchase orders. Experience A minimum of five years demonstrated leadership and management capacity for operating in procurement or a supply department. A strong history of achievements related to the implementation of improvements in business/departmental efficiency. Experience in procurement, purchasing operations, inwards goods receipting, receiving and backorder management. Strategic sourcing, contractual pricing agreement management, including service contracts. The ability and comfort to work autonomously and within defined time parameters. Private hospital, health or aged care experience in a similar role. Experience in the development and implementation of Supply department operating metrics to drive operational accountability and visibility of performance across the business. SECTION 6: Acceptance of Position Description Date Manager, Business Performance & Development / Capital Projects Date PD - v2.doc