Centre Operations Manager 12/8/2014 1

Transcription

1 Maggie Keswick Jencks Cancer Caring Centres Trust Job Description 1. JOB TITLE: Centre Operations Manager REPORTS TO: Programme Director PROFESSIONAL SUPERVISION: RESPONSIBLE FOR: LIAISES WITH: Line Management of Centre Heads Property Director, Fundraising Directors; Centre Heads; Head of Marketing & PR and staff across all departments Externally: External stakeholders, NHS, voluntary sector, Scottish Exec and DOH as required. PAY BAND: BASE: Band 8a Glasgow Gatehouse 2. JOB SUMMARY The post holder is responsible for; - All aspects of operational management of Maggie s Centres with the support of Programme Director and Property Director - Contribute to the wider programme delivery and development through data collection, analysis and wider cancer context - Active management of programme teams to deliver outcome targets - Supporting successful centre-based fundraising and providing information and data to support report and proposal writing 3. ORGANISATIONAL POSITION See attached organization chart 4. KEY RESULT AREAS KRA 1. Primary job requirements: Centre operations and management 1. Responsible for the day to day management of Maggie s established and interim centres, including the line management of all centre heads (excluding Online and international) 2. Responsible for ensuring that all Centres deliver in line with Maggie s programme framework and Maggie s Principles and Practice 3. Responsible for the planning and implementation of Maggie s annual centre programme plans 4. Responsible for monitoring centre KPI s and activity to ensure that centres are operating efficiently and effectively and in line with organisational plans and strategy 5. To lead on innovative ways in which Maggie s can maximise access and utilisation of it s programme of support 6. Delegated responsibility for overseeing Maggie s centre budgets and resources. Centre Operations Manager 12/8/2014 1

2 7. Work with the communications team to determine and deliver an integrated marketing plan for each Centre. 8. Achieve target number of visits and develop plans to maintain, achieve and promote growth 9. Monitor, measure and report on operational issues, opportunities and development plans for centre operations and Maggie s programme in agreed timescales and budget 10. Support Programme Director with the preparation of all board level reports and presentations. 11. To maintain effective communications within the organisation and with other functions Facilities and Centre Maintenance 12. Responsible for establishing planned maintenance regimes and processes for repair at each centre 13. Manage the incident logging and response framework for all aspect of the centre facilities function 14. Responsible for ensuring that centres are kept in good state of repair and that the ethos of Maggie s and the integrity of the architects vision is maintained throughout the building life cycle and that daily running is not avoidably interrupted. Establish relationships with local providers, engaging Centre Heads as required. 15. Responsible for the review and management of utilities contracts and running costs associated with Maggie s centres 16. Responsible for keeping an overview of the key points of all leases ensuring terms are met noting the expiry date and negotiating extensions 17. Control busgets for maintenance and repair of budingins and external areas 18. Work with the finance team and property director to ensiure that thet appropriate insurance is in place for each sire. Submit and progress andy insurance claims necessary and implement any recommendations arising Health and safety 19. Responsible for the health and safety issues arising and for keeping records of reportable incidents and for the development and implementation of an organisation health and safety risk register to ensure that all key risks and legal requirements have been addressed 20. Responsible for ensuring that all staff undertake basic online health and safety training and are aware of their responsibilities 21. Responsible for undertaking risk assessments at all sites highlighting actions to be addressed and supporting the implementation of any findings 22. Responsible for ensuring that statutory requitrements have been met to cover fire safety; electrical testing; COSHH regulations; DSE regulations and staff welfare, manual handling and other as appropriate. Brand and culture 23. Responsible for contributing to the maintenance of Maggie s brand, culture and ethos in relation to Maggie s Centre Operations Management 24. Responsible for ensuring that Maggie s centres maintain culture and ethos and are brand compliant KRA 2. Finance and Programme Development: Programme development 25. To ensure that Maggie s programme framework is implemented appropriately across all Centres in line with principles and practice 26. Delegated responsibility for overseeing the implementation and evaluation of developments within Maggie s programme 27. Support the Programme Director with the development of proposal plans for new programme initiatives and partnership opportunities 28. Responsible for the development of information systems and reporting with regard to evaluating programme delivery and utilisation. Centre Operations Manager 12/8/2014 2

3 29. Support the Programme Director with minimising programme costs whilst ensuring that the programme delivery maintains high quality 30. Responsible for ensuring that programme data is accurate, appropriate and is captured in a timely manner and available for internal and external reporting 31. To support the Programme Director and Business Development Director to monitor national policy developments within cancer care and the national cancer survivorship agenda and cancer reform strategy across Scotland, England, Wales and NI and for identifying opportunities for Maggie s to influence and be recognised at a national level. 32. Responsible for managing existing partnership arrangements; for ensuring that appropriate principles are in place and that all programme partnership opportunities are implemented and evaluated appropriately 33. Responsible for identifying potential collaboration opportunities and for business planning of all proposals Finance and planning 34. Delegated responsibility for the management of Centre programme budgets ensuring effective utilisation of resources and spend achieving budget 35. Support the Programme Director with developing robust financial business cases for all additional resource needs in line with Maggie s Programme framework 36. Work with the Property Director to ensure that Maggie s Centres are appropriately maintained and that the facilities are appropriate for programme delivery. 37. Responsible for monitoring property utilisation 38. Adhere to the financial policies and procedures within the organisation 39. Responsible for the development of Centre programme related annual plans and budgets in conjunction with Centre Heads and Programme Director 40. Delegated responsibility for business planning of all programme developments; opportunities and future resource needs KRA 3. Human Resources: 41. Line Management of Centre Heads 42. Responsible for ensuring appropriate induction is in place of all programme staff 43. Responsible for ensuring that all programme staff have completed advanced communications skills training ensuring that all staff receive relevant certificates. 44. Support the Programme Director to establish a contingency model to ensure that Maggie s centres remain fully functional, resourced and have the ability to deliver high quality cancer support at all times. 45. To provide direct coaching to support the centre heads in leading their teams ensuring the delivery of high quality leadership. 46. Support all staff with guidance and advice on health and safety issues 47. Responsil,e for ensuting that all staff are aware of their responsibilitieis for health and safety especially where they are resposnivile for a site under Maggie s occupation KRA 4. Research and Development Activity Audit and Evaluation 48. Support the Programme Director with ensuring ongoing evaluation of the effectiveness of Maggie s programme of support 49. Work with Maggie s Quality Assurance Co-ordinator to deliver the annual centre user satisfaction audit and Healthcare professional Survey across all centres (including online and HK) and for the overseeing the implementation of any recommendations in liaison with Quality Assurance Co-ordinator 50. Support Programme Director to ensure that recommendations from internal and external reviews are implemented and evaluated 51. Develop an operational handbook for centres and keep it updated New Centre Development 52. To support with the operational handover from contactor to the Centre team ensuring that staff are trained appropriately on systems such as heating appliances and alarms Centre Operations Manager 12/8/2014 3

4 53. Risk assess the building prior to the Centre building and ensure that all staff are familiar with the Health and safety procedures 54. Work with IT to ensure that the appropriate IT systems are in place and working prior to the Centre opening 55. Support Centre staff with developing good relationships with local estates departments and ensure that they understand the terms and conditions of the agreement with the NHS 56. KRA 6. Other Ensure that confidentiality is line with Maggie s policies and procedures. Participate in individual performance review and respond to agreed objectives. Attend relevant conferences / workshops in line with identified professional objectives. Participate in staff training. Occasional overnight stays and travel will be required along with some evening and unsociable hours working. Conditions of employment are in accordance with contract of employment, Maggie s policies and procedures and other conditions as described in Maggie s staff handbook All employees have a duty and responsibility for their own health and safety and the health of safety of colleagues, centre users and the general public. This Job Description does not provide an exhaustive list of duties and may be reviewed in conjunction with the post holder as required. Centre Operations Manager 12/8/2014 4

5 Training and Qualifications Personal Specification Essential Desirable Proven Educated to degree Post graduate CV level business references 3 years work qualification experience in NHS management Evidence of continuing personal development NHS Management training programme and Experience Experience of successfully delivering change and performance Experience of high quality report writing and business cases Experience of budget & staff management Experience of presenting clear, reflective and accurate data Of working within a dynamic environment Experience of working in NHS management CV, Interview and References Knowledge and Skills Ability to work individually and as part of a team Experiencing of producing clear and comprehensive written materials Excellent verbal communication skills Project Management skills Ability to analyse complex issues and develop workable solutions to resolve Excellent IT skills, including : spreadsheets and analysis presentations CV, Interview and References Personal Strong sense of commitment to openness, honesty and integrity Able to work on own initiative Ability to think strategically and laterally Excellent interpersonal skills Ability and motivation Flexibility and adaptability to meet new challenges Supportive attitude to colleagues CV, Interview and References Centre Operations Manager 12/8/2014 5

6 to organise own work and meet deadlines within resources Ability to collaborate with internal and external stakeholders to develop working partnerships Ability to undertake a range of tasks at any one time Flexible empathetic Willingness to undertake travel in UK with some unsocial hours and occasional overnight stays Centre Operations Manager 12/8/2014 6