POSITION DESCRIPTION Property Operations Manager

Transcription

1 POSITION DESCRIPTION Property Operations Manager The BlueCross Vision A dynamic organisation, BlueCross is supported by a team of great staff, who are willing to challenge traditions. With a long history of embracing change, BlueCross progressive approach in the delivery of care is evident across all of our services. At BlueCross, we believe our staff are our most important resource. Our staff engage with our clients, day in day out, to ensure a superior level of care for everyone. BlueCross has developed the 4 P s which underpin decision making and expected behaviour of all staff. They are: 1. People To develop and demonstrate strong leadership, motivation, support and resources, that results in empowered engaged staff members 2. Performance To continually deliver to stakeholders a result that is more than what was planned for and expected 3. Principles To work with our values vision and mission and demonstrate these in our decision making and behaviours 4. Passion To have a passion for what we are doing and the ability for staff, residents and partners to spread that feeling throughout the organisation BlueCross also utilises the STARFish principles of: Choose your attitude Be there Make their day Have fun to guide, not what we do, but how we do it. Through dedication to these principles by all staff, we are shaping the culture at BlueCross for how we deliver aged care services to residents and community clients. 1. Position Objective This role is responsible to manage, lead, develop and grow an effective, empowered team of property and maintenance staff across the business in an efficient and sustainable manner. This leadership will result in the delivery of a high quality service to residents and internal stakeholders. As a member of the management team you will actively contribute to the management, direction and development of the business. You will manage operational budgets for the property department, residence R&M, minor capital items, CAPEX and develop strong working relationships with the residential management team. The role will review staffing requirements to meet the needs of the business unit as the organisation grows. Additionally you will ensure that the property department has effective and efficient policies and procedures and approaches task in a systematic manner, whilst maintaining a continuous improvement philosophy. Property Operations Manager Position Description Page 1 of 5 Reviewed: August 2014

2 2. Organisational Relationships Reports To: Direct Reports: Key Relationships: Managing Director Maintenance Scheduler /Contracts Administrator Property Manager (CAPEX) Maintenance Coordinators Property Support Officer Executive Management team Property Development Manager Residence Managers Finance team Quality team Client Relationships team External service providers 3. Essential Qualifications / Experience / Skills Required: Essential Minimum 10 years experience in Property and Maintenance management Proven experience in facilitation planning Previous experience in Aged Care or related industry Budget project management experience Staff management / supervision experience Demonstrated high level oral and written communication skills, including report writing Proven ability to manage and lead a team within a dynamic environment Sound risk management skills and experience Demonstrated ability to be flexible; ability to work on a wide range of projects; ability to successfully and simultaneously manage a number of key tasks including responding appropriately to urgent issues Demonstrated ability to identify and pursue ideas/opportunities for improvement and development Provision of a current Police Records check, which meets the current and ongoing requirements of the Aged Care Act 4. Key Areas of Responsibility 4.1 Key Responsibilities Approval of maintenance plans/schedules and contracts Management of the company s vehicle fleet Ensures a safe working and living environment Ensures our facilities, grounds and equipment are safe and maintained by maintenance staff In consultation with the CFO ensure and manage insurance (policies and claims) for all tangible property assets Develop and report monthly on property operations KPI s Best practice in Aged Care and lifestyle service delivery, financial, human resources and management Property Operations Manager Position Description Page 2 of 5 Reviewed: August 2014

3 Fosters best practice and effective performance by staff in an ongoing learning and development environment Develop and maintain policies and procedures for contractors including inductions, site access agreements and contractor feedback Provide and monitor a Property computerised maintenance management system (fmxpert) to ensure data integrity and appropriate reporting is available to ensure residences are compliant with statutory and preventative maintenance standards Assist Residence Managers and the Client Relations team by ensuring the residences are maintained and presented to a high standard to meet customer expectations Ensure compliance with Aged Care and Accreditation Standards Manage emergency situations, injuries and incidents in consultation with the maintenance team, residence managers, contractors, residents and their families Development of a range of systems, tools and processes that supports staff to do all required tasks 4.2 Staff and Teamwork In conjunction with the Senior Property team lead the site maintenance staff to be committed and engaged in what they do Orientate and train new staff to the company, residence and / or role Prepare staff performance development plans, conduct performance reviews and provide ongoing support to staff Identify training requirements for the Property team in consultation with the Learning and Development Manager Undertake grievance and disciplinary procedures in liaison with the HR Workplace Relations Advisor Conduct staff consultation activities including monthly staff meetings Succession planning, leading, mentor and develop staff to increase capacity in line with organisational growth 4.3 External Service Providers Engage third party suppliers and contractors to deliver organisational maintenance requirements as necessary Develop and maintain professional relationships with key service stakeholders Ensure that there is effective systems and processes to monitor and manage contractor KPI s Ensure external service providers comply with BlueCross Community and Residential Services policies and procedures Ensure works and contracted services are achieved in a timely manner whilst maintaining effective relationships Develop contracts with key suppliers and ensure BlueCross achieves value for money 4.4 Quality Management Ensure the maintenance departments provides a service that meets all regulatory and compliance requirements Implement and monitor the BlueCross Community and Residential services quality management system and develop and implement appropriate short and / or long term strategies Ensure compliance with company policies and procedures, including Work Health and Safety Property Operations Manager Position Description Page 3 of 5 Reviewed: August 2014

4 4.5 Finance Ensure delivered services reflect agreed budget Respond to variances against actual results and implement strategies to rectify variances Ensure efficient systems are in place for Accounts Payable processes as they relate to Property. Approval of accounts for payment following maintenance works 4.6 Residences and equipment Manage all residences equipment and building services and ensure they are maintained and functioning safely In consultation with the Procurement Manager ensure appropriate processes and procedures are in place to ensure consistent equipment procurement is in place and in line with good corporate governance Ensure that preventative maintenance is undertaken to minimise equipment breakdowns and ensure effective whole of life cost of property assets Measures to be monitored Efficient and effective contractor management Resident and family satisfaction (maintenance) Budget results Staff turnover Internal and external auditing results Staff absenteeism and sick leave WH&S incidents and injuries Staff performance reviews Complaint management Quick response times to maintenance requests Quick response times to emergency situations Input into Master plan for the Portfolio Built Environment aligned to operational needs 5. Work Health & Safety Maintain a safe working environment in your area of responsibility. Ensure that WH&S principles and guidelines are adhered to. Report any breach in WH&S. Document any hazard and make suggestions / recommendations for improvements. Report accidents and injuries and near misses as per BlueCross Policy and Guidelines. Provide and maintain so far as is practicable a working environment that is safe and without risk to health. Take care of your own health and safety and the health and safety of any other person who may be affected by your acts or omissions at the workplace. Understand responsibilities and accountabilities to yourself and others in accordance with WH&S legislation and BlueCross policies and promote a working environment that is congruent with these guidelines. Property Operations Manager Position Description Page 4 of 5 Reviewed: August 2014

5 6. BlueCross Expectations of Staff Behaviour All staff play a key role in shaping and influencing workplace culture. This requires a consistent approach and commitment to the following: I will.. Treat everybody with respect and dignity and value people for who they are their unique contribution, irrespective of role or level in the organisation. Accept that I have a key role in representing the team / service to the broader organisation and for positively promoting the organisation to the team or in any external environment. Be clear and open about decision-making processes, wherever possible providing opportunities for others to be involved in decisions that affect their work. Give new ideas from others a fair hearing and proper consideration. Promote and role model an open, inclusive and collaborative approach. Take a proactive approach to workplace health, safety and staff wellbeing. Participate in staff learning and development and recognise the value of ongoing professional and personal development for myself. Actively encourage feedback from others about how I am going as a team member. Role model positive behaviours at all times and ensure that I choose my attitude when I come to work. Always behave ethically and with integrity. Be engaged and have fun at work. Signatures: I have read, understand and accept the above position description Staff Member: Date: / / Manager: Date: / / Property Operations Manager Position Description Page 5 of 5 Reviewed: August 2014