Job Description Job Title Directorate Operations Manager Job Grade Grade VII or equivalent Location of Post Clinical Directorate (Group 1) Competition Reference Notes to Applicants HR083 It must be clearly demonstrated on your CV and supporting statement how you meet the required skills, competencies and/or knowledge for the post. Failure to do so may result in you not being shortlisted for interview. Purpose of the Post The Children s Hospital Group and the relevant Boards in each of the Children s Hospitals considered a proposed Corporate and Clinical Governance paper in February 2014 and approved the need to progress with a clinical directorate structure to underpin how paediatric services are managed across the Hospital Group. There is universal agreement across the children s hospitals in the Hospital Group to create a fully functioning, world standard, single, independently incorporated, academic health sciences organisation. This future state is an integrated academic health sciences network consisting of a new national children s hospital on a joint campus shared with St James s Hospital, two satellite centres on the campuses of Tallaght and Connolly Hospitals and a managed integrated clinical network to the regional hospitals with paediatric units and other local paediatric services across Ireland. This future final state will take over 5 years to develop. The initial focus therefore for the Children s Hospital Group Board in collaboration with the boards of the three children s hospitals is the integration of paediatric services in the three children s hospitals in Dublin (including the satellite centres), their corporate functions, and development of an effective contemporary single organisational structure for the Hospital Group before the new facilities open (Satellite Centres). Until the CHG is legally established, the CHG and the three hospitals have agreed a Transitional Governance Structure that acknowledges the legal accountabilities of the hospitals. This job description has been developed to reflect the requirements of a developing and transitioning CD structure. Three CD Groups will be established with this first Directorate Operations Manager (DOM) appointment to Group 1 (predominantly ambulatory/secondary care paediatrics) with a second Page 1 of 10
appointment to Group 3 (predominately services to complex patient cohort requiring technical investigations, surgical interventions with a large proportion requiring inpatient and intensive care) planned mid-2016. It is envisaged that on the appointment to the second DOM post both DOMs will work closely in providing cross group support to the hospital s evolving Clinical Directorate structures. Reporting Relationship & Key Working Relationships The Directorate Operations Manager, will report directly to the hospital s Head of Operations on operational issues and will report to the hospital s Clinical Director on directorate matters and will be a member of the Clinical Directorate Management Team. The success of the directorate is dependent on the development and maintenance of good working relationships within the Directorate team members and requires a collaborative approach to directorate issues. The post holder will work closely with the Clinical Director and Directorate Nurse Managers as part of the triumvirate team. The proper execution of duties will involve the development of appropriate communication arrangements with key stakeholders both internally and externally. The post holder will work collaboratively across the Group directorate structure with the relevant Directorate Operations Manager to build cross hospital relationships and promote service integration. The transitioning CD management team will continue to report directly to the hospitals CEO in line with the hospitals current governance structures. Page 2 of 10
Note: The hospitals existing governance structures will remain in place until such time as the future legal entity is formally agreed and the Group entity is formally established. Essential Qualifications & Experience Qualifications 1. A relevant graduate qualification (minimum Level 7) 2. Management qualification (minimum diploma level). Experience a) Five years relevant experience with at least three in a healthcare management post. b) Experience of working in and leading a team in a complex healthcare environment. c) Experience of managing large scale change projects. d) Experience and competency in use of Word, Excel, PowerPoint. Desirable Qualifications & Experience Qualifications a) MBA/ MBS/ MSc b) Management Accountant Qualification (CIMA, ACCA or equivalent) c) IT Qualification d) Project Management Qualification Experience e) A proven track record in Project Management. f) Previous operational management experience g) Experience of managing budgets (pay & non pay). Knowledge, Skills & Competencies Leadership & Direction Develops networks and communications systems to ensure that they are fully informed in a dynamic and challenging environment. Is an effective leader and a positive driver for change; transforms the vision into a framework and structures for moving forward. Understands the challenges of leading a complex systems change. Balances change with continuity continually strives to improve service delivery, to create a work environment that encourages creative thinking and to maintain focus, intensity and persistence even under increasingly complex and demanding conditions. Working With & Through Others - Influencing to Achieve Has significant experience in engaging with healthcare organisations. Demonstrates the ability to work independently as well as work with a wider multidisciplinary / multi-agency team in a complex and changing environment. Is persuasive and effectively sells the vision; commands attention and inspires confidence. Sets high standards for the team and puts their work and the work of the organisation into meaningful context. Has excellent influencing and negotiation skills. Page 3 of 10
Managing & Delivering Results Places strong emphasis on achieving high standards of excellence. Commits a high degree of energy to well directed activities and looks for and seizes opportunities that is beneficial to achieving organisation goals. Perseveres and sees tasks through. Champions measurement on delivery of results and is willing to take personal responsibility to initiate activities and drive objectives through to a conclusion. Critical Analysis & Decision Making Has the ability to rapidly assimilate and analyse complex information; considers the impact of decisions before taking action; anticipates problems. Recognises when to involve other parties at the appropriate time and level. Is willing to take calculated risks in the interests of furthering the reform agenda. Makes timely decisions and stands by those decisions as required. Building Relationships / Communication Possesses the ability to explain, advocate and express facts and ideas in a convincing manner, and actively liaise with individuals and groups internally and externally. Is committed to building a professional network to remain up-to-date with and influence internal and external politics. Is committed to working co-operatively with and influencing senior management colleagues to drive forward the reform agenda. Has a strong results focus and ability to achieve results through collaborative working. Personal Commitment and Motivation Is personally committed and motivated for this complex role. Demonstrates a strong willingness and ability to operate in the flexible manner that is essential for the effective delivery of the role. Demonstrates a commitment to further education in health services management. Specific Duties SERVICE DELIVERY/OPERATIONS/PLANNING Develop strategic business and service plans for the directorate in accordance with the service delivery objectives of the Hospital. Assist the Clinical Director and the Head of Operations in implementing the Service Plan to specialty level and assist in the monitoring and measuring same. Provide project management support for the Clinical Director and Head of Operations with regard to integration projects. Manage the implementation of a Dashboard of metrics that are aligned with the Hospital Dashboard and other metrics that are Page 4 of 10
developed through the HSE. In conjunction with each hospital directorate undertake planning in order to meet capacity and demand for paediatric services within the hospital. Review service improvement proposals and develop QI plans to improve services to patients using QI methodology processes. Establish and set performance indicators and measurement targets for the directorate in conjunction with the directorate team. Design and reconfigure patient flow processes where applicable in conjunction with the CD and Head of Operations. Support the CD management team to ensure that the strategic goals of the directorate are delivered, on time and within budgetary and resource ceilings and agreements. Line management responsibility for designated Directorate administrative staff. Work closely with the HR Personnel on matters relating to the selection and recruitment of directorate staff. Work with directorate department heads, relevant managers and HR Personnel in defining tasks and roles, and identifying additional training requirements. Audit activity and waiting list statistics within the directorate to ensure the key service deliverables are achieved within the prescribed time frame with the support of the Head of Operations Ensure the scheduled and unscheduled care targets and KPI s are reached within their directorate Monitor directorate budgeting as determined, including pay and non-pay elements of the budget in conjunction with HR Director and Finance Director as appropriate. Prepare annual budgetary bids with the Clinical Director and Head of Operations based on quality, activity and financial information in line with strategic and service objectives as appropriate. Develop in collaboration with relevant stakeholders effective processes for managing scheduled and unscheduled care activity and take corrective action if performance falls below standards ensuring that all targets are achieved in conjunction with the Head of Operations and Group COO. PEOPLE MANAGEMENT/HUMAN RESOURCE Work with HR services and Senior Managers within the directorate to ensure service delivery is met. Work with HR services and managers in relation to staff related issues. Liaise with HR Services and relevant managers to develop workforce plan to meet service requirement and planning for the future needs of the directorate. Provide line management function as appropriate in line with developing CD structures. Page 5 of 10
TRANSFORMATION & CHANGE Work in conjunction with the CD/Head of Operations /Group Chief Operations Officer across the other two children s hospitals in coordinating waiting lists and developing initiatives across the three sites to ensure the highest quality of care is delivered at all times. Participate in cross hospital directorate integration projects across the children s hospital group and the relevant cross hospital s directorate structure. Work closely with the relevant cross hospital Group Directorate Operations Managers on directorate operational matters to ensure consistency of approach and to promote cross hospital service integration. Attend meetings as required including those related to the development of the New Paediatric Hospital and Group services. Lead out and/or participate in project implementation within the directorate and associated satellite services as appropriate. Liaise with the HSE, Community services GP s and referral sources in relation to the integration/provision of services as appropriate in line with National Policies and Clinical Programmes. CORPORATE/DIRECTORATE DEVELOPMENT Provide support to the Clinical Director in relation to the establishment, and implementation of the Clinical Directorate Audit function within the framework of overall clinical governance provisions of the Hospital. FINANCE Working in conjunction with the Director of Finance and Director of Human Resources in the management of pay and non-pay budgets. Verify and reconcile staff census in conjunction with Finance and HR Personnel. Participate in Local Employment Control Group as appropriate to project phase. Monitor budget spend, pay and non-pay, subject to the availability of clinical directorate financial reports and systems. Working towards achieving the Case mix/activity Based Funding objectives of the Hospital within the assigned directorate. Develop and implement Directorate Cost Control Plan in conjunction with the CD Management team. Note: The timing and process in relation to the devolvement of budgets has yet to be determined and will follow at a later date. The above is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office. The job description and person specification are a reflection of the present service requirements and will be subject to review and amendment to meet the changing needs of the hospital. Page 6 of 10
Health & Safety Quality, Risk & Safety Responsibilities These duties must be performed in accordance with the hospital health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department s safety statement, which must be read and understood. It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety. Participate and cooperate with the Children s University Hospital s Quality and Risk and Safety initiatives as required. Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: National Standards for Safer Better Healthcare National Standards for the Prevention and Control of Healthcare Associated Infections HSE Standards and Recommended Practices for Healthcare Records Management HSE Standards and Recommended practices for Decontamination of Reusable Invasive Medical Devices (RIMD) Safety audits and other audits specified by the HSE or other regulatory authorities. To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospitals continuous quality improvement programme. It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department. Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as the practice that serves to keep people and the environment clean and prevent infection. It involves preserving one s health, preventing the spread of disease and recognizing, evaluating and controlling health hazards. It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices. Department heads/ managers have overall responsibility for best practice in hygiene in their area It is mandatory to attend hand hygiene and sharps awareness workshops yearly Page 7 of 10
NOTE: The extent and speed of change in the delivery of health care is such that adaptability is essential at this level of management. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing situation. The Job Description must be regarded as an outline of the major areas of accountability at the present time. It will be reviewed and assessed on an on-going basis. This appointment is to an evolving and transitioning structure so flexibility and adaptability is a core requirement. A panel of successful candidates may be established for a period of six months from interview date with a view to appointment to the second DOM post in 2016. Informal Enquiries Catherine Lee, Director of Human Resources Tel: 01 892 1879 or email: Catherine.lee@cuh.ie Application Details Applications can be made by forwarding a copy of your Curriculum Vitae to recruitment@cuh.ie Closing Date Friday 27 th May 2016 Page 8 of 10
Terms and Conditions of Employment Directorate Operations Manager Grade VII (or equivalent) Duration of post The term of office will be of three years duration and will be reviewed in light of proposed legislative changes to legally establish the Children s Hospital Group. Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health: Current salary scale with effect from 1 st January 2010: Rising from 47,015 by annual increments to 61,417 Annual Leave Annual Leave entitlement is 32 days (236.8 hours) per annum Working Week The hours allocated to this post are 37 hours per week with 7.4 hours as a standard working day. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service. However you will be required to work the agreed roster/on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement Pension Employees of Temple Street Children s University Hospital are required to be members of the Hospitals Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment. Upon commencement of employment you are required to meet with the Superannuation Officer at this Hospital who, following a consultation & review of your previous service history, will inform you, in writing, of the pension scheme you will be registered in. Probation Place of work/location All employees with contract duration of one year or more will be subject to a nine month probationary period. An employee with contract duration less than 1 year may have probationary period reduced on a pro-rata basis. The duration of the probationary period for any member of staff will vary in accordance with the type and length of contract issued. An employee who continues their employment from a temporary basis to a permanent basis must undergo an additional probationary review in line with the Probationary Review policy. Your place of work will be at Temple Street Children s Hospital, Dublin 1. Due to the plan for one National Children s Hospital Service and the Satellite Centres, you may be required to transfer with the current hospital/service to a different location in the future. You will be kept informed and advised of the proposed relocation. Page 9 of 10
Age Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age. Maternity Leave Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001. Payment of sick leave The hospital operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced in 31 st March 2014. An employee cannot avail of paid sick leave during their first six months of employment with the hospital. Pre-Employment Health Assessment Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospital s Occupational Health Service and if required undergo a medical assessment with this department. Any person employed by the hospital must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Validation of Qualifications & Experience Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven. References The hospital will seek up to three written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Garda Vetting The hospital will carry out Garda vetting on all new employees. An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees. Page 10 of 10