JOB DESCRIPTION & PERSON SPECIFICATION

St John of God Hospital CLG comprises St John of God Hospital, St Joseph’s Shankill and Mental Health First Aid Ireland
St John of God University Hospital, Stillorgan, Co. Dublin is an independent acute mental health teaching hospital with 180 in-patient beds and one of the leading European providers in mental health treatment and care. The hospital also has outpatient services available in Dublin. St John of God Hospital employs 394 staff.
In addition to a range of outpatient services, which include psychiatry, psychology, the Hospital currently provides specialist inpatient services in: Addictions, Psychosis, Eating Disorders, Psychiatry of Later Life and Adolescent services. The Hospital is affiliated hospital of University College Dublin and partners with Trinity College Dublin, Royal College of Surgeons in Ireland, Dublin City University, the University of Limerick for undergraduate and postgraduate healthcare professional programmes, and the College of Psychiatrists of Ireland for the training of psychiatrists. https://www.stjohnofgodhospital.ie/
St Joseph’s Centre, Shankill, Co Dublin is the largest residential facility in Ireland solely dedicated to dementia care, and leads the way in dementia care in Ireland through innovation, education, and community engagement. St Joseph’s Centre provides residential care to 60 people and also provides day care and respite services and currently employs 102 staff, with the support of 200 dedicated volunteers. www.stjosephsshankill.ie
Mental Health First Aid Ireland is the only licenced provider of mental health first aid training in the Republic of Ireland and has provided training to over 29,500 people. MHFA has been shown to be effective in improving mental health literacy, reducing stigma and improving help-giving behaviours. www.mhfaireland.ie

QUALIFICATIONS/EXPERIENCE/KNOWLEDGE, SKILLS & ABILITIES

Educated to Bachelor Degree/Higher Diploma level (NFQ Level 8 on the Irish National Framework of Qualifications maintained by Qualifications and Quality Ireland QQI) in the area of management and/or healthcare and/or subject related to the functions of this role and evidence of on-going continuing professional development;

• Experience in business administration;
• Significant experience in operations management and managerial experience;
• Experience of working in a healthcare setting is desirable;
• Excellent organisational and time management skills and ability to plan and prioritise work while responding flexibly to rapidly changing priorities.
• Excellent communication skills – written, verbal and able to influence and negotiate at all levels.
• Team player with proven ability and willingness to lead and motivate colleagues and to work collaboratively to ensure business objectives are met, developing constructive working relationships in pursuit of delivering high quality and compliant services.
• Ability to work autonomously and excellent time management skills to meet deadlines and manage workload.
• Good working knowledge of GDPR regulations, the Data Protection Acts and Information Governance requirements.
• Demonstrate strong teamwork, interpersonal skills, energy, enthusiasm and commitment.
• Proven ability to assume responsibility and make decisions.
• Ability to lead the change process, from problem recognition to change implementation and evaluation.

THE POST HOLDER WILL

1. Be fully familiar with the terms of the Safety Health and Welfare at Work Act 2005 and supporting Regulations, and all relevant policy documents of St John of God Hospital CLG including e.g. Risk Management Policy, Complaints Policy, Adverse Incident Reporting Policy, Manual Handling Management Policy, Safety Management System, Fire Policies, Safety Statements, Staff handbook, Patient information Booklet, Contract of Care, Safeguarding Vulnerable People Policy, Standard Operating Procedures and all the relevant Policies and Policy Documents relating to St John of God Hospital CLG and the Strategic Plan for the organisation.
2. Be fully familiar with the Regulatory requirements of HIQA and ensure their full implementation pertaining to your areas of responsibility.
3. Provide monthly reports to the Person In Charge/Director of Nursing, Chief Executive, Management Team and Board Sub-committees as required.
4. Evaluate and review practices, policies, procedures, processes, guidelines and systems for all operations in the Departments with line management responsibility for, so that they are consistently in line with best practice and industry standards.
5. The values of St John of God Hospitaller Services Group are Hospitality, Compassion and Respect. All employees are expected at all times to discharge their duties in a manner consistent with and reflects in practice, the living out of these values.
6. To perform any other duties appropriate to the post, as may be assigned by the Chief Executive or his/her designated nominee.
7. This job description will be subject to review in light of experience and/or changing circumstances and will include other duties appropriate to the post as may be reasonably determined by the Chief Executive or his/her designated nominee.

GENERAL

St John of God Hospital CLG will not be liable for any expenses incurred by candidates in connection with interview etc., or in relation to employment in this position.
All posts in St John of God Hospital CLG require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required. This job description will be subject to review in light of experience and/or changing circumstances and will include other duties appropriate to the post as may be reasonably determined by the Chief Executive or the designated nominee.
August 202

PURPOSE OF THE POSITION

The Operations Manager is responsible to the Chief Executive (or designated nominee) for planning, organising, directing and controlling all administrative and support services in St Joseph’s Shankill in an efficient and effective manner as well as providing operational leadership in order to manage, review and develop services in accordance with St John of God Hospital CLG Strategic Plan.
In so doing, the post holder will ensure the provision of such leadership in accordance with the ethos and values of St John of God Hospitaller Services Group and that the organisation’s Administrative, Financial and Human Resource Policies are adhered to, implemented and maintained.
As Operations Manager, s/he will be a member of St Joseph’s Local Management Team with responsibility for the efficient and cost effective provision of services in accordance with best practice.

MAIN DUTIES AND RESPONSIBILITIES

The following is not an exhaustive listing of the duties associated with the post, but is intended for the guidance of the person assigned to the position:

KEY RESPONSIBILITIES

The post holder is responsible for operations management, governance and monitoring of Household, Administration (including payroll), Catering and Maintenance & Grounds Departments and is the line manager for each and will:

• Ensure, through the Catering Department, that good quality food is available at the right times and within the appropriate cost constraints and that all environmental health and food safety regulations are observed and adhered to.
• Ensure, through the Maintenance & Grounds Department, a planned system of preventative maintenance. To ensure that sufficient expertise is available on a prioritised basis to deal with any maintenance break-downs or emergency situations and to ensure safe working and living conditions and that the garden and grounds are maintained in a neat and pleasant fashion.
• Ensure the safety & security of the facility.
• Provide and administer an efficient and effective administrative, finance, secretarial, reception/telephone service and maintain adequate ICT services and infrastructure to enable same and liaise with residents and families regarding communications and admissions procedures.
• Ensure through the Household Department that the facilities and building are maintained in a clean, hygienic and presentable manner at all times in line with the latest Infection Prevention & Control (IPC) guidelines and protocols in Ireland.

In addition, the post holder will:
1. Support the Person-in-Charge and Chief Executive in the development and implementation of governance structures.
2. Participate actively in the management of Complaints.
3. Coordinate the development of St Joseph’s Centre Risk Management Policy and maintain responsibility, in consultation with relevant members of the Local Management Team and Heads of Clinical and Support Services Departments for risk management within St Joseph’s.
4. Ensure finance and accounting service is provided within St Joseph’s Centre by liaising with the Chief Financial Officer, St John of God Hospital CLG to ensure an effective and accountable system of financial and cost control. To ensure proper books of account are maintained, recording all income and expenditure and that optimum and efficient use is made of financial resources through good budgetary practice.
5. Support and coordinate the applications for Grant funding.
6. Ensure that an appropriate system of purchasing is in operation which includes requisitioning and canvassing of Tenders in line with the St John of God Hospital CLG policy.
7. Liaise, where appropriate, with outside agencies such as the HSE, HIQA, EHO, NHI, insurance companies, legal firms, An Garda Síochána, Government departments etc.
8. Advise the Chief Executive, Person-in-Charge and senior personnel on financial, administrative, operational and human resources matters relating to St Joseph’s Centre.
9. While working closely with the HR Department of St John of God University Hospital, the Operations Manager provides a comprehensive Human Resource service at St Joseph’s Centre. This will embrace workforce planning, recruitment and selection, employee relations, training and development and advice to Senior and Line Management on handling grievances and other processes:
(a) Provide advice and support on the organisation’s human resources policies, procedures and practices and to ensure their implementation.
(b) Develop and promote a positive employee relations climate and culture within St Joseph’s Centre.
(c) Ensure that St Joseph’s Centre complies with current employment legislation, including equality, health and safety.
(d) Co-ordinate and participate in the recruitment, selection and induction of all new employees.
(e) Ensure that the Staff Induction Programme is evaluated and up-dated periodically.
(f) Monitor the probation of all new staff and be responsible for the co- ordination of the Performance Development & Review Programme (PDR or equivalent) and to provide assistance to Department Heads to ensure implementation.
(g) Work with the Head of Human Resources on all human resource matters.
(h) Co-ordinate the in-service training and development programme for all staff.
(i) Advise and participate in the implementation of the grievance and disciplinary procedures and all aspects of employee relations within St Joseph’s Centre, with the support of the wider HR Team where necessary.
(j) Ensure that staff are briefed and aware of the organisation’s Staff Support Programme and Employee Assistance Programme.
(k) Maintain accurate and comprehensive human resources records.
(l) Responsibility for ensuring compliance with pension related matters and queries for current and previous employees.
10. Participate in staff development and in-service training relevant to the post as may be organised from time to time.
11. Be involved in an active way in the future service developments in and associated with St John of God Hospital CLG.
12. Keep abreast of advances and developments in the provision of services in the area of dementia.
13. Be fully familiar with the terms of the Safety, Health and Welfare at Work Act and all relevant policy documents of the organisation i.e. Welcome Pack, Safety Statement, Guidelines for Safeguarding Vulnerable People, etc.
14. Respect and operate within the framework of the tradition, character and ethics which govern the work of the St John of God Hospitaller Services Group and to actively promote the mission and values in the course of one’s work.
15. Ensure that all departmental reports, St Joseph’s Centre and St John of God Hospital CLG records are confidential to the service and to maintain confidentiality in respect of matters which come to your knowledge in the course of your official duties.

Educated to Bachelor Degree/Higher Diploma level (NFQ Level 8 on the Irish National Framework of Qualifications maintained by Qualifications and Quality Ireland QQI) in the area of management and/or healthcare and/or subject related to the functions of this role and evidence of on-going continuing professional development;

• Experience in business administration;
• Significant experience in operations management and managerial experience;
• Experience of working in a healthcare setting is desirable;
• Excellent organisational and time management skills and ability to plan and prioritise work while responding flexibly to rapidly changing priorities.
• Excellent communication skills – written, verbal and able to influence and negotiate at all levels.
• Team player with proven ability and willingness to lead and motivate colleagues and to work collaboratively to ensure business objectives are met, developing constructive working relationships in pursuit of delivering high quality and compliant services.
• Ability to work autonomously and excellent time management skills to meet deadlines and manage workload.
• Good working knowledge of GDPR regulations, the Data Protection Acts and Information Governance requirements.
• Demonstrate strong teamwork, interpersonal skills, energy, enthusiasm and commitment.
• Proven ability to assume responsibility and make decisions.
• Ability to lead the change process, from problem recognition to change implementation and evaluation