Director of Operations

Job title / Grade: Director of Operations/Grade VIII Reports to: The Director of Operations will report directly and be accountable to the Chief Executive Officer Key Working Relationships: In the execution of the role the Director of Operations the post holder will have key working relationships with Executive Management colleagues, for example: ? Chief Executive Officer ? Clinical Director ? Director of Nursing ? Quality and Patient Safety Manager ? Director of Finance ? Director of Human Resources ? Director of ICT Overview: The Director of Operations post is essential in relation to the provision of support to the Chief Executive Officer at St. Michaels Hospital and in providing executive leadership to the organisation. This post is critical in implementing operational change in the delivery in scheduled and unscheduled care across the hospital and in developing integrated care pathways between the hospital and community. Key Duties and Responsibilities: Leadership & Management Participate as a member of the Executive Management Team and contribute to the preparation and execution of plans for the service. To lead the development and implementation of appropriate management and controls systems for optimum responsibility and accountability throughout the Hospital. Promote a transformational and facilitative leadership style across the organisation encouraging, empowerment of individuals. Encouraging leadership at all levels of services in embedding patient safety and quality improvement throughout the Hospital. Develop a collaborative team across the operations brief to meet the changing requirements within the Hospital. Provide consistent and visible leadership to directly managed staff and in the interface across multiple disciplines. Encourage and develop directly managed staff through the provision of education, individualised plans and practical experiences that support their development. Operational Management Develop and implement robust and effective planning and control systems to monitor and assure performance of the hospital in areas of devolved authority, responsibility and accountability. Oversee and co-ordinate the operational functions and activities of scheduled and unscheduled care. Ensure that the Chief Executive Officer is supported in the delivery of all key performance measures. Analyse trends, undertake the forecasting and interpretation of data for the Chief Executive Officer to inform service change for improved performance. Determine information needs and ensure appropriate timely data collection mechanisms are in place to support capacity and demand analysis. Develop new systems for capturing and providing information where required. Responsible and accountable for the management and oversight of the following services: Operations / Patient Services Health and Social Care Professionals (Medical social work, occupational therapy, physiotherapy, dietetics) Diagnostic Services (Radiology and Lab) General Services (Catering, Facilities) Responsible and accountable in corporate and executive terms for the organisation and day to day operation and delivery of patient focused services throughout the Hospital. Work closely and collaboratively with all services in relation to analysing and evaluating existing services, demands and healthcare trends and identifying opportunities for the development of both existing and new services to meet the health needs of the population served by the Hospital. Develop operational plans for the enhancement of existing and new services across the hospital. Optimise patient pathways and capacity sharing between St Michaels Hospital and St Vincents University Hospital and work collaboratively with all stakeholders in change implementation. Collaborate with nursing leadership on the operational management of patient flow, balancing effectively the demands of both Scheduled and Unscheduled Care as appropriate to the role. Ensure effective and efficient streaming, allocation and management of hospital capacity on behalf of the Chief Executive Officer, ensuring there are clear control measures in place, and that there is a consistent approach to the delivery of clinical and non-clinical objectives across the Directorates. Assess the conflicting priorities of emergency demand, elective demand and available capacity across the Hospital, analysing the situation, considering safety / clinical governance and risk, and calling on best judgement to balance the conflicting priorities when making decisions. Assist in the development of the budgetary process with particular emphasis on ensuring that financial/resource allocations and deliverables are consistent with corporate goals and objectives. Continuously review operational processes, policies and guidelines at the hospital with a view to ensuring efficiency and effectiveness with particular emphasis on benchmarking against contemporary best practices. Ensure processes have appropriate safety netting to help reduce risk of error or omission. Map patient journey processes and develop improvement plans to optimise and remove low value/no value steps. Determine how best to achieve the aims, directions and objectives set the Chief Executive Officer to ensure they are delivered within the timescale, policies, guidelines and limits set. Ensure the optimum use of resources to establish and maintain effective management processes which ensure financial and headcount control. Lead on capital projects including new building developments and the development of proposals. Lead on the management and development of service level agreements, memorandums of understanding, business cases and service development submissions. Develop effective business continuity plans for key hospital functions. Creating a vision for the service and delivering strategy Provide strategic, operational and clinical leadership and direction for staff within your area of responsibility, which results in the delivery of effective, efficient, quality assured and patient centred care. Lead the development of the annual service plan for the hospital and ensure that the plan is implemented within resources and that targets are achieved. Ensure the strategic development of a patient flow service which is safe, efficient and effective and which plays a major contributory role in the achievement of hospital priorities and Slaintecare objectives. Assist in the implementation of relevant initiatives arising from the SVHG strategy, Strategy 2030. Communication Ensure appropriate stakeholder involvement and ensure that there are mechanisms to seek feedback to help improve services. Maintain effective communications with all teams across the wider organisation. Develop effective partnership working with external organisations and other stakeholders across the hospital group and wider health system with a key focus the development of new integrated care pathways. Represent the hospital as required and ensure the hospitals objectives are shared with relevant stakeholders. Organisation Change and Development Lead on implementing major organisation change initiatives at the Hospital. Demonstrate effective leadership through exemplary people management, and adherence to the Hospitals Human Resources policies and procedures. Assist in reviewing and evaluating the efficiency of organisational provisions applicable at the Hospital. Assist in developing and implementing an ongoing organisation development programme at the Hospital in line with the SVHG strategic plan. Ensure that any improvement actions are financially viable whilst also being clinically sustainable. Quality Management: Foster among staff a culture of openness and responsiveness to patient views, an ethos of constructive and positive learning from mistakes within a performance-based culture, a willingness to find imaginative solutions to problems, and to use information as the basis for reflection and action. Ensure the delivery of high-quality patient care within areas of corporate and operational responsibility in line with the governance structures and processes. Responsible for identifying services for development within the appropriate areas and preparing business cases for these areas, including a rationale for development. Identify areas for continuous quality improvement and work with various stakeholders to improve processes, systems and practices in line with the Hospitals Risk Management framework. Participate in and lead defined aspects of Hospital Accreditation processes (for example JCI and HIQA) and other quality management systems in the Hospital. Responsible for designing and delivering systems of high quality and safe patient care. The above Job Description 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. This document must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis. The Hospital Structure is currently under review and therefore, reporting relationships may change. Informal Enquiries or Role Specific Enquiries:Ms Sharon Ryan, Chief Executive Officer, E-mail: Person Specification Qualifications: Essential: Have a significant track record of achievement as a leader and senior manager in a large complex organisation within the public or private sector. Have experience of hospital operations in scheduled and unscheduled care including waiting list management. Have the capacity to deliver national policies and programmes at a local level. Successful track record of planning and delivering major organisational change programmes in a complex environment involving multiple stakeholders. Understand the critical components that make up and influence the health services and the interdependencies thatcontribute to their successful delivery An appropriate 3rd level qualification preferably in health services or business management. Desirable: Masters degree level or equivalent professional qualification in a relevant field Clinical background. Experience (length and type): Essential: Senior level experience of staff management and delivery in a complex setting, minimum 3 years. Healthcare experience at a senior level working with groups. Desirable: Experience of operations management in the hospital setting. Previous direct project management experience. Experience of working across multiple organisations to deliver change. Core Competencies Professional Knowledge and Abilities Detailed knowledge of the issues and developments and current thinking in relation to best practice in Acute Hospital policy and service delivery Significant knowledge of healthcare sector and operating within a senior management role Leadership and Direction Demonstrate a track record of service innovation and leading influence Have demonstrated effective leadership in a challenging environment Demonstrate an aptitude for strategic thinking, coupled with leadership skills and the ability to motivate and lead specialist professionals Operational Excellence Managing and Delivering Results Have a clear focus on operational performance, results and an understanding of the performance systems needed to manage in a large complex organisation Show a strong degree of self-sufficiency, being capable of personally pushing proposals and recommending decisions on a proactive basis while actively suggesting improvements and adapting readily to change Demonstrate evidence of effective planning and organising skills including awareness of resource management and importance of value for money Working with and through others Influencing to achieve Operate effectively in a matrix working environment Be flexible, team oriented and a relationship builder and have a significant track record of achievement in the area. Demonstrate leadership and team management skills including the ability to work with multi-disciplinary team members. Critical Analysis and Decision Making Have the ability to consider the range of options available, involve other parties at the appropriate time and level to make balanced and timely decisions. Demonstrate knowledge and application of evidence-based decision-making practices and methodologies. Building and Maintaining Relationships Communication Have the capacity to lead, organise and motivate staff to effectively function. Possess the interpersonal skills to facilitate working effectively in teams, while having the ability to give constructive feedback to encourage learning. Have excellent interpersonal and communications skills and be willing and able to act as a media spokesperson as required. Personal Commitment and Motivation Job Description Be driven by a value system compatible with the aims and ethos of St Michaels Hospital. Demonstrate a patient/service user centred approach to provision of health and personal social services. Be capable of coping with competing demands without a diminution in performance. Particulars of Office: The appointment is: Whole-time, Permanent, Pensionable Annual Salary: 01/10/2024 PSPP Consolidated Pay Scales Director of Operations These particulars are subject to change in line with overall public pay policy. Candidates should expect to be appointed on the minimum of the salary range and in accordance with the Department of Finance guidelines. Probationary Period: The appointee shall hold office for a probationary period of six months The Hospitals Probation and Induction policy will apply. Pension Scheme: The candidate will be entered into one of the Hospital Superannuation Schemes. Working Hours: The person appointed will work a basic 35-hour week. 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 8am 8pm over seven days to meet the requirements for the extended day services in accordance with the terms of the Framework Agreement. (Reference HSE HR Circular 003/2009). Flexibility on hours of attendance in response to service needs will be a requirement. Annual leave entitlement: 30 days per annum pro rata each year. Annual leave accrued must be taken within the duration of the contract or calendar year and as agreed between the candidate and the Chief Executive Officer. Additional Information Confidentiality: During the course of employment staff may have access to or hear information concerning the medical or personal affairs of patients, students, staff and / or other health service business. Such records and information are strictly confidential and unless acting on the instruction of an authorised officer, such information must not be divulged or discussed except in the performance of normal duty. In addition, records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. Hygiene: During the course of employment staff are required to ensure that the hospitals hygiene and infection control policies are adhered to at all times. All employees have responsibility to prevent transmission of infection by adhering to and implementing optimal hand hygiene and adhering to the Hospitals Hygiene processes. Hygiene is a fundamental component of St Michaels Hospitals quality system to ensure the safety and well-being of its patients and staff and plays a role in the prevention and control of healthcare associated infection. Policies / Legislation: All Hospital policies and procedures form an integral part an employment contract and may be subject to update and revision, from time to time, in consultation with union representatives as appropriate. Employees are required to comply with all hospital policies, procedures (e.g. Dignity at Work, Trust in Care, Computer Usage Policy) and the Hospitals ethical codes of practice. Employees are required to abide by the hospitals code of behaviour and the code of practice as defined by their relevant professional body. Please note the following: The Hospital Board is not responsible for loss or theft of personal belongings Fire orders must be observed, and staff must attend the fire lectures periodically All accidents within the department must be reported immediately. In line with the Safety, Health and Welfare at Work Act (2005), smoking within the Hospital Building is not permitted. All staff are advised to avail of Hepatitis B Vaccination with Occupational health The use of personal mobile phones is prohibited. St. Michaels Hospital buildings and grounds are smoke-free. Application Process:St. Michaels Hospital is an equal opportunities employer and is committed to promoting an environment free from discrimination in accordance with the Employment Equality Acts 1998 and 2004. The Hospital values diversity and recognises the benefits of having a workforce that reflects the community we serve. We are committed to equality of access to positions within the Hospital. All recruitment activity and documentation will encourage applications from all potential candidates without discrimination. Interested candidates should applyfor vacancies of interest by submitting a cover letter and C.V, to It is the applicants responsibility to ensure that they apply well in advance of the closing date. Non-European Economic Area Applicants: While St. Michaels Hospital is an equal opportunities employer, in line with current Department of Jobs, Enterprise and Innovation Employment Permit requirements, applications from non-European Economic Area (EEA) will only be considered in the event that an EEA citizen cannot befound to fill the vacancy. Please note that if you are a NON-EEA applicant and are unable to supply documents (listed on you are not entitled to participate in this recruitment competition. This is in accordance with the EU Community Preference Rule. Further information is . Former Public Service employees: Eligibility to compete may be affected where applicants were formerly employed by the Irish Public Service and previously availed of an Irish Public Service Scheme including: - Incentivised Scheme for Early Retirement (ISER) - Department of Health and Children Circular (7/2010) - Collective Agreement: Redundancy Payments to Public Servants Applicants should ensure that they are not precluded from re-engagement in the Irish Public Service under the terms of such Schemes. This is a non-exhaustive list, and any queries should be directed to an applicants former Irish Public Service Employer in the first instance. Shortlisting: Shortlisting will be carried out on the basis of information supplied on your curriculum vitae. The criteria for shortlisting are based on the requirements of the post as outlined in the Person Specification. Failure to include information regarding these requirements on your CV may result in you not being called forward to the next state of the recruitment process. All overseas qualifications must be validated. No candidate can work in the Hospital without validated qualifications. If professional registration is also a requirement, candidates must provide documentation of same. Canvassing will automatically disqualify. Please note that you will be contacted mainly by mobile phone and email. It is important that your mobile phone number, postal address and email address are correct. It is your responsibility to ensure that you have access to your mobile voice mails and emails. We recommend that you use an email address that you have regular access to. Competency based interviews follow the shortlisting stage of the recruitment process. Credit is awarded by the interview panel to candidates who demonstrate at interview that they possess the experience, competencies and skills listed in the person specification. Candidates will normally be given at least one weeks notice of interview. Interviews are held in person only, no subsequent or alternative dates to dates given will be offered to candidates. All interviews are held in St Michaels Hospital. Disability: Please let us know if you need any special assistance at interview, e.g. if you have difficulty in moving up or down stairs or have hearing or speech difficulties. Candidates are notified of the result of their interview at the earliest possible date after the interview. The recommendation of the interview panel does not constitute a job offer. The process continues after the interview and includes clearance checks such as references, Garda clearance, occupational health clearance, validation of qualifications and experience. A job offer is made pending satisfactory clearances. SMH reserves the right to remove candidates from specific recruitment panels and retract job offers if satisfactory clearances cannot be obtained or are deemed unsatisfactory. For some recruitment competitions a panel of successful candidates may be formed as a result of the interviews. Candidates who obtain a place on the panel may, (within the life of the panel), be considered for subsequent approved vacancies. Candidates are placed on a panel in order of merit. A panel is typically live for 6 months. It is normal procedure that candidates be placed on the first point of the relevant salary scale in accordance with the Department of Finance guidelines. Declaration: Please read your application carefully and check for any errors or omissions. False declaration or omission in support of your application will disqualify you from appointment. This document must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis. Skills: Leadership/Management Skills Ability to Influence Communication Knowledge Management