Operations Lead Grade VI - St Josephs Hospital - SPC

Position Summary:

The Operations Lead Grade VI will work as a key member of the Campus Management Team responsible for driving efficiency, managing resources and optimising patient pathways.

Key Duties & Responsibilities:

Represent/Deputise for the Hospital Manager

The Operations Lead will represent/deputise for the Business and Operations Lead Grade VII in all components of Campus operations ensuring that key priorities, goals and initiatives are communicated and achieved as part of the overall Campus programme. This involves representation and responsibility of the goals, targets and KPI’s the Campus plan to achieve in addition to ongoing operational effectives of the Campus Develop and maintain links with Corporate Services and other Directorates where appropriate.

1. Operational Management

• The Operations Lead will assist in the development of St. Joseph’s Hospital campus as a key part of the delivery of healthcare under the remit of the Beaumont Hospital Governance Structure.
• To drive the integration between St. Joseph’s Hospital campus and the Beaumont Hospital site and any future service and hospital configurations in combination with the hospital manager.
• To ensure that the operations of the hospital is conducted in accordance with the requirements of Beaumont Hospital’s corporate governance policies.
• To work with Directorates, medical, nursing, health and social care professional staff and support staff, in ensuring that the quality of patient care is priority at St. Joseph’s Hospital Campus.
• The Operations Lead will engage to maximise scheduled care capacity for inpatients with analysis of activity utilisation and performance in conjunction with the Campus Management Team to further develop and maximise utilisation of these areas.
• Support St. Joseph’s Hospital campus in compliance with Regulatory Standards and preparation for future licensing of healthcare providers in conjunction with Beaumont Hospital.
• Analysing, monitoring and forecasting trends of admission and discharges in the hospital in conjunction with the Hospital Manager and the Director of Nursing.
• To work with the Campus Management Team to maximise and monitor capacity and patient flow activity.

1. Service Development/Strategic Planning

The Operations Lead will lead out in service development initiatives within the Campus / wider hospital or Hospital groups/region and work with the Campus Management Team to plan at a strategic level. Core elements of this process will involve:

• Planning the delivery of services by accurately estimating the needs of the Campus and prioritising resources appropriately. 
• Ensure current services on campus are enhanced and developed.

• Gather input, develop and communicate short, mid and long term strategic plans for the overall Campus and specific services/ specialities within the Campus.

• Maintain smooth running of the Campus to incorporate service planning for routine and occasional (emergency) operational needs. 
• Promote the effective and efficient delivery of services to patients and hospital staff. 

• Incorporate delivery of quality and standards at all levels of the process ensuring that a whole systems approach is taken.
• Liase with external stakeholders in developing any service plans/ reconfiguration or strategic plans (Primary Care/Clinical Care programmes/ DNE Group, etc).

1. Project Management

Act as a project manager on specific Campus projects incorporating the key principles of a proven project management methodology including:

• Project Initiation.
• Planning and Design.
• Execution
• Risk and Issue Management
• Monitoring and Controlling
• Project closure ensuring benefits realisation

1. Change Management

The Operations Lead will assist the hospital management team to support, develop and manage a culture for effective change within the Campus ensuring that change is supported, communicated and measured. Core elements will involve:

• Definition of current state at various levels such as technology, behaviours, tools etc.
• Developing a future state ensuring that it supports enhanced workflows, optimised staff utilisation, meets appropriate standards etc.
  • Management of the transition state which encompasses the journey from the current state to the future state. Involving and consulting with staff and other relevant groups within the Campus and across other Directorates/ support services to gather their opinions and support for change / work initiatives.
  • Will endeavour to build bridges and remove barriers between levels and functions through multidisciplinary working.
  • Identify practical opportunities to remove barriers or create new links in the interest of greater cross-disciplinary teamwork within the Campus.
  • Encourage and empower staff to initiate effective change.
  • Communicate, involve, enable and facilitate involvement from people, as early and openly and as fully as is possible.
  • To positively influence clinical and non-clinical contributions that are necessary to deliver a high quality care service.
  • To actively engage and participate in accreditation process e.g. JCI.

Utilise process improvement methodologies such as LEAN/ PDSA cycles to support changes, measure impacts and to engage with stakeholders within the campus/Beaumont Hospital and outside agencies.

Monitor and evaluate processes to ensure a quality service is delivered by the Campus and will strive to ensure full compliance with best practice. Ensure that policies and procedures are well documented and clearly understood by anyone within the Campus to whom they are relevant. As required, review, update, develop, communicate and implement policies and procedures.

1. Management of staff and staff development

The Operations Lead will form part of the campus reporting structure and as such will have staff reporting in to them as appropriate. Within this remit the Operations Lead will encourage opportunities for development ensuring that staff’s needs are met whilst the appropriate service is being delivered. Core element of this involves:

• Accountability for staff management where appropriate. 
• Foster the training and professional development of all staff of the Campus.  
• Will promote a culture of continuous development and learning. 
• Will work with individuals to identify strengths and development needs. 
• Will highlight learning opportunities and encourage staff to improve continuously.
• Comply with all hospital guidelines in terms of staff management.
• Ensue that industrial Relations issues are dealt with effectively as set out in Beaumont Hospital’s Personnel policies and procedure manual.
• Support staff when required with daily operations and identification of and resolution of operating problems using a team based approach.
• Planning and organisation of all clerical/administrative and other non-clinical manpower requirements and services within St. Joseph’s campus.
• Ensure the highest quality of HR management is adhered to in the services under the guidance of the hospital manager.
• Create and promote open communications, healthy working relationships and stimulate initiatives among all staff in order to motivate and develop a team approach to all aspects of management of St. Joseph’s Campus.

1. Management of Issues and Risks

The Operations Lead will work as part of the Campus risk/issue management team ensuring that risks/issues are identified, escalated and mitigated. Core elements of this process will involve:

• Participate in the Campus Clinical Governance and Risk Management framework.
• Actively work to close off risks identified.
• Will foresee potential problems or competing priorities within the Campus and will take appropriate action to ensure service standards do not suffer.
• Actively work with the Hospital Management Team in adherence to the Raheny Community Nursing Unit and HIQA standards and accreditation standards where applicable.

1. Budget / Funding

• Provide input and to support the management of the Campus budget on an ongoing basis, including developing an understanding of Money Follows the Patient (MFTP), Service Planning to secure funding and development of value for money initiatives within the Campus or as part of an organisational remit.
• The Operations Lead will promote multidisciplinary co-operation in appropriate resource utilisation and to ensure the most effective use of available resources with support from the Finance Department and in conjunction with the hospital manager.
• To work to identify and implement opportunities for increasing cost effectiveness and possible income generation.
• To assist the campus management team identify and monitor campus expenditure and assigned budget through the use of the Integra 2 finance system.
• To assist the campus management team in the financial accounts of the residents/age debt of the Raheny Community Nursing Unit.

1. Business Intelligence / Data Analysis

• Capability to interpret data from various sources in order to establish, capacity, demand, trends, anomalies, forecasting etc. to include NTPF wait list data manipulation and review.
• Ability to interrogate and validate current hospital or regional data and contextualise same utilising current data sources available.
• Work with management information and IT in order to progress improvements in data capture, reporting, data accuracy, real time portals/ dashboards etc. when required to ensure appropriate use of technology to advance the quality and efficiency of service delivery within the Campus.
• Ability to utilise excel to include pivot tables, trending and building of data bases.

The job description is an outline of the post as it is currently perceived by the hospital and will be subject to review and amendment. This job description will therefore be subject to change in light of the various strategies for the hospital and the development of the Clinical Directorate model and any future developments that arise and will evolve and change over time.

Selection Criteria: 

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. 

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

• Proven track record in operational leadership and management in a health care setting.
• In-depth knowledge of healthcare processes, standards, regulations (e.g., HIQA), and healthcare best practices.
• Strong critical thinking skills to address complex scheduling issues, accommodate special requests, and resolve patient scheduling challenges.
• Ability and experience leading teams and decision making.
• Has engaged and contributes at a strategic level in the organization.
• Excellent communication skills.

Desirable:

• A relevant 3rd level degree/post-graduate qualification
• Experience working and engaging at a senior level in the organisation in a multi-stakeholder environment.
• Leadership qualities and experience.
• Experience in working with and applying improvement methodologies.
• Experience in the management of staff and staff development.
• Experience in service Development/Planning and possess the ability to actively participate in service development initiatives within the Campus and work with the Campus management team to plan at a strategic and local level.
• Experience setting quality standards and developing appropriate policies to ensure they are maintained. Monitor and evaluate procedures to ensure a quality service is delivered by the Campus and will strive to ensure full compliance with best practice.
• Possess strong analytical and IT skills ensuring that data requirement to perform the function of the role can be accessed and interpreted to support the required strategy.
• Proficient in all aspects of Excel and Powerpoint.
• Have the ability to work within the culture to achieve results.
• Have sufficient knowledge to support and develop and manage a culture for effective change within the St Joseph’s Campus.

If an appointee has previously been employed in the Civil or Public Service and that appointee is entitled to or in receipt of a pension from the Civil or Public Service or where a Civil/ Public Service pension comes into payment during the appointee’s re-employment that pension will be subject to abatement in accordance with Section 52 of the Public Service Pensions (Single Scheme and other Provisions) Act 2012.

Please note: In applying for this position you are acknowledging that you understand that the abatement provisions, where relevant, will apply. It is not envisaged that the employing Department/ Office/ Body will support an application for an abatement waiver in respect of appointments to this position.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via the Informal Email)