Date July 2017 Job Title Operations Manager (Level 2) CADS Department Specialist Mental Health and Addictions (SMH&A) Location This is a Regional Service. Services are based within WDHB, ADHB and CMDHB Reporting To Clinical/Management Partnership Expected availability Direct reports (4-6) FTE (over 100) Budget ($11M to $49M) Services responsible for Specialties responsible for Functional Relationships with but not limited to General Manager, SMH&A Service Clinical Director, CADS Some after hours on call on the SMH&A Managers After Hours On-Call Roster4 Approximately 200 Approximately 22 million Community Alcohol and Drug Services Addictions and Mental Health Internal SMH&A Senior Management Team Service Clinical Directors Chief Advisor Tikanga Operations Managers Business Partner Head of Division Nursing Allied Health Professional Advisors Waitemata Planning and Funding Quality and Innovation Lead Consumer Lead Human Resources Institute for Innovation and Improvement External Mental Health and Addiction Services at other DHB swaitemata, Auckland and Counties District Communities Ministry of Health healthalliance (payroll and procurement) NRA Primary Care Providers, NGOs and Community Agencies Unions Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 1
Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of best care for everyone. This promise statement is the articulation of our three-fold purpose to 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 2
Purpose of the role This role will provide leadership and management in partnership with the Service Clinical Director of the CADS operational service group. To effectively contribute as a member of the SMH&A management team across Waitemata DHB in line with the business plan and the DHBs strategic direction. The role will also have full operational responsibility for the effective delivery of designated services, achieved by working alongside Clinical and Cultural Leaders. To co-ordinate and manage the service activities to deliver high quality, cost effective care for patients and families/whanau. KEY ACCOUNTABILITIES Clinical Partnership Service Delivery EXPECTED OUTCOMES Works in partnership with the Service Clinical Director to ensure the service meets the Board priorities of better patient outcomes and experience. Promotes evidence based and culturally responsive practice and collaboration with other clinical and non-clinical services across the WDHB. Engages other service leaders in budget and business plan development for the Service. In collaboration with the Service Clinical Director role models clinical partnership in decision making, service delivery and service development. Accountable for the day-to-day business and operations of the service to ensure that services are provided safely and efficiently. Develops and leads operational plans and establishes key performance indicators. Reports a monthly scorecard to the General Manager and Director. Patient outcomes are evaluated and there is evidence of ongoing improvement. Services are provided in alignment with the WDHB promise, values and strategic direction. Access to services is managed in a fair and equitable manner to ensure the best quality of care for all patients. Maximises the effectiveness of the service by promoting evidence based practice, responsive patient focused care, streamlined and Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 3
KEY ACCOUNTABILITIES Strategy and Service Level Planning Continuous Improvement, Risk Management and Quality Management EXPECTED OUTCOMES collaborative integration across WDHB provider services and primary and community networks. Accountable for safe staffing levels across the services in line with budget availability. Contributes to setting the strategic aims of WDHB and devolving these into service plans. Is responsible for achieving overall performance against service targets in partnership with the Service Clinical Director. Ensures that systems and processes support effective performance, including effective monitoring against targets to identify, mitigate and/or escalate actual or potential variances Develops workforce development plans in partnership with professional groups that meet service delivery needs. Lead the development of quality, business and operational plans which include consideration of workforce, equipment and capital planning. Key risks are reported, assessed and managed within the WDHB s risk management framework. Responsible for developing and implementing mitigation strategies and/or escalating risks escalated as necessary. Demonstrates and promotes a commitment to continuous improvement. Constructively challenges the decisions of colleagues in the best interests of patients and the organisation using the organisations values as a framework. Complaints are responded to with any trends being noted and appropriate corrective actions taken. Works proactively with the Service and Quality Team to introduce patient improvement initiatives. Creates an environment that improves health outcomes for all. Champions improvements in people s access to all services and service information. Develops and leads service delivery improvements to enhance WDHB capacity to provide accessible health services and to manage demand. Is responsible for complaints management within own service. Ensuring complaints are reviewed, investigated and responded to within required timeframes and mitigation plans are developed to respond to identified issues. Sentinel events are reviewed and action plans developed to mitigate identified trends and themes. Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 4
KEY ACCOUNTABILITIES Financial and Resource Management Leadership and Team Management Collaboration EXPECTED OUTCOMES Identifies and develops plans for service resource requirements to fulfill service delivery expectations and operating objects in preparation for service budget development. Achieves targets within agreed budget and escalates all variation with a plan to mitigate to the General Managerand Director. Analyses financial performance results and ensures remedial action is implemented to manage variances and risks. Ensures there is an equipment replacement plan in place and submit bids for capital funding as appropriate. Demonstrates leadership to all staff within the service in partnership with the Service Clinical Director while working closely with the Head of Division - Nursing. Ensures and monitors performance management systems are in place across the service/s. Develops and implements succession planning and effective retention strategies to ensure sustainable delivery of services and targets. Leads by example; living and demonstrating the WDHB values. Recruitment processes reflect best practice and WDHB policy and processes. In partnership with the Service Clinical Director and team develops and implements a service culture that is inclusive, collaborative and nurtures high performing staff focused on providing the best possible patient care. Is responsible for performance planning and coaching of staff and appraisals completed at least annually according to WDHB policy and in conjunction with the Service Clinical Director and relevant Professional Advisor. Performance plans include personal development and training objectives. Leads or contributes to cross service collaborative activities including participation in organisation wide projects and integrated work streams. Meets regularly with colleagues to promote integrated service planning and cross service support activities. Leads or contributes to regional projects or planning activities. Maintains broad operational knowledge of the wider service portfolio allowing for cross cover for other operational managers. Provides cover for absence of General Manager as required. Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 5
KEY ACCOUNTABILITIES Service Specific Accountabilities After Hours On Call EXPECTED OUTCOMES Management of MOH contracts and provides reports. Opportunity for other sources of funding are sought. Builds and maintains relationships with key stakeholders including MoH, Police, Justice, Corrections, Primary Care providers. Work with metro DHB s in aligning service plans and initiatives with local demands. Management of the five CADS Sites (and satellites e.g. Pukekohe Hospital and Probation Sites, working across three DHBs) Effective working relationships with Te Atea Marino and TUPU services are maintained Effective interface with the Addiction NGO sector are maintained. Participates in the Manager After Hours On-Call Roster for the Specialist Mental Health and Addiction Service. Statutory & Treaty of Waitangi obligations To recognise individual responsibility for workplace Health and Safety under the Health and Safety at Work Act 2015 Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population Contribute to a safe and healthy workplace at WDHB by Following, implementing, monitoring and ensuring compliance with all Health and Safety policies and processes Timely escalation of issues to Risk Register as required Planning, organising and managing Health and Safety activities directed at preventing harm and promoting wellbeing in the workplace Ensuring a safe working environment and safe working practices through the Safe Way of Working Health and Safety system Early and accurate reporting of incidents at work and raising issues of concern when identified. Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 6
PERSON SPECIFICATION Qualification Minimum Bachelor level degree in Health or Healthcare management. Preferred Post graduate in Health, Healthcare Management or other relevant Management (Business/Finance) qualification. Experience 4-5 years experience in healthcare sector, including at least three years within a unit / operational management senior health professional role. Demonstrated leadership experience. Demonstrated experience in change management. An established understanding of health services delivery. Demonstrated experience and ability in service and operational planning. Demonstrated leadership experience in a clinical setting. Demonstrated ability to plan, secure and manage projects within budget and timeframe Active community involvement and leadership experience Knowledge of Mental Health and Alcohol and Drug Services. Knowledge of National Alcohol and Drug Accreditation Standards. Knowledge of National Mental Health Quality Standards. Knowledge of key national Mental Health Policy documents (e.g., MHC Blueprint, MoH Moving Forward). Skills/ Knowledge/ Behaviour Ability to build strong relationship with all stakeholders. Experience in financial analysis/budgeting skills within a medium/large organisation. Ability to interpret and evaluate diverse and complex information. Ability to analyse complex problems and provide a range of workable solutions. Demonstrates a flexible and resilient approach to managing work expectations and pressures. Ability to write formal papers, discussion documents and business cases for senior management and Board. Ability to support the High level facilitation and negotiation skills. Ability to translate evidence into practice. IT Skills. Project management skills. Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 7
development of a continuous quality improvement culture in the clinical areas. Computer literacy including Word and Excel. Clean drivers license Waitemata District Health Board - CADS Level 2 Operations Manager Nov 18.docx Page 8