Date: January 2014 Job Title : Food Services Contract Manager Department : Hospital Operations Location : WDHB sites Reporting To : Group Manager Hospital Operations Direct Reports : None Functional Relationships with : Internal Team Leader Nutrition & Dietetics Professional & Clinical Leader Nutrition & Dietetics Clinical Leader Nutrition & Dietetics CWF Operational and Service Managers Head of Division Allied Health Operations Allied Health Leader CWF Allied Health Team Leaders Allied health staff Nursing staff Medical staff Health Alliance External Suppliers of special nutritional products Nutritional companies Foodservice Provider Health Benefits Limited Café Food and beverage operators at WDHB Food Service equipment suppliers Food Service maintenance companies Purpose : Operational management and oversight of the Food Service contract(s) to ensure delivery of consistently high quality, safe and cost efficient services. Optimise financial returns for WDHB Food services and ensure optimum quality and choice for consumers Waitemata District Health Board - Food Services Contract Manager- position description Page 1 of 5
Key Accountabilities Relationship Management Food Service Contract Management Key Tasks / Expected Outcomes Establishes regular communication forums for staff and consumers to monitor the quality and effectiveness of food service delivery Liaises regularly with food service provider management to develop and maintain sound working relationships. Work with dietitians and speech language therapists to ensure hospital menu meets the needs of Waitemata DHB patients and Meals on Wheels recipients Oversees day to day service delivery of the Food Services provider Ensures all food services are provided in a way that best meets the patient needs and expected quality standards Reports on service quality and food quality using appropriate indicators, as required Liaises regularly with the Food Service Contractor to ensure service quality and food quality are of the highest standard Assists in the evaluation and tendering of all food services for all Waitemata DHB sites Monitors the performance of the Contractor against the contract and act on non-compliance issues with the contract manager to ensure that the nutritional and food safety needs of patients are met Monitor staff café selection complies with Waitemata DHB Healthy Eating Policy Monitor Retail café selection complies with Waitemata DHB Healthy Eating Policy Monitor vending complies with the Regional Healthy Vending guidelines Audit compliance of vending items against the Regional Healthy Vending guidelines Budgetary performance Develop annual budgets and business plans reflecting overall resources available and the costs of the efficient delivery of food services. Monitor performance against budget and report variances including causes and corrective action Regular financial audits to record patient and staff meals are undertaken Invoices for food services are checked against purchase orders before payment is processed Regular review of nutritionals budget together with Team Leader for Nutrition and Dietetics Develops and reviews the service asset management plan. Contributing to annual capital planning Completes business cases for capital purchasing Monthly monitoring of reporting of RMO spend Monitor vending rebate from the company 6 monthly Manage purchase and use of special nutritional products Specifications are prepared for contracts for special products and appropriate suppliers selected. Works with Health Alliance and the contract manager regarding contract negotiations and manages the process for Nutrition and Food Services Investigates and sources appropriate new or alternative nutritional Waitemata District Health Board - Food Services Contract Manager- position description Page 2 of 5
Key Accountabilities Quality and Clinical Practice Key Tasks / Expected Outcomes companies/products as required Manage the budget for and use of special nutrition products effectively. Work closely with the Team Leader Nutrition & Dietetics, Professional & Clinical Leader Nutrition & Dietetics, and Clinical Leader Nutrition & Dietetics CWF, to ensure that the nutritional needs of patients are met Lead and promote relevant clinical and quality audit programmes linked to Nutrition and Food Services and the nutritional status of patients and consumers Audits are conducted, in collaboration with the Acute Dietitians, in a timely manner as specified in the contract Identify areas of serious concern and ensure corrective action is prompt and within the timeframes outlined in the contract Audit results that are linked to contract price variation are reported and agreed on Contract variations are negotiated and recorded Respond to complaints related to the patient, visitors and staff Food Service Attend WDHB Combined Dietitians meetings Annual completion of WDHB Dietitians Practice Review as established for Dietitians with limited clinical contact Waitemata District Health Board - Food Services Contract Manager- position description Page 3 of 5
Adheres to Waitemata District Health Board s organisational values: Everyone Matters Connected With Compassion Better, Best, Brilliant Behavioural Behaviour Demonstrated Competencies Communicates and Works Co-operatively Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Is Transparent Is Customer Focused Works in Partnership to Reduce Inequality in Outcomes Improves Health Prevents Harm Proactively follows up development needs and learning opportunities for oneself and direct reports. Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in a way that: o Demonstrates awareness of partnership obligations under the Treaty of Waitangi. o Shows sensitivity to cultural complexity in the workforce and patient population. o Ensures service provision that does not vary because of peoples personal characteristics. Work practices show a concern for the promotion of health and wellbeing for self and others. Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. VERIFICATION: Employee: Manager: Date: Review Date: Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board - Food Services Contract Manager- position description Page 4 of 5
PERSON SPECIFICATION POSITION TITLE: Food Services Contract Manager Qualification Experience Skills / Behaviour Minimum NZ Registered Dietitian with a current practicing certificate 5 years experience in a food services management role Demonstrated relationship management skills and experience Strong leadership and negotiating skills. Highly motivated and results orientated. Able to relate to and empathize with clients. Ability to communicate effectively with clients, dietitians and other health professionals. Able to maintain strong internal working relationships. Possess good time management and organisational skills and the ability to work under pressure and prioritize work appropriately. An ability to adapt work practices in response to a changing environment. High degree of professionalism Preferred Post graduate professional qualification Member NZ Dietetic Association Experience in auditing processes relevant to the Food Service Waitemata District Health Board - Food Services Contract Manager- position description Page 5 of 5