Operations Manager

Summary about this job

Detail information about job Operations Manager. Terms and conditions vacancy

• 2017 WA Regional Small Business of the Year / 2018 SW Small Business of the Year
• A Unique Business Opportunity within a Multi-Award Winning Organisation
• Progressive, Achievement-Oriented, and Harmonious Company Culture

The purpose of this role is to manage all internal, day-to-day operations within the Nudge Group, and support the Owner(s) and other key staff to grow and develop the Practice in pursuit of its stated strategic objectives. 

The Operations Manager will have responsibilities and objectives associated with this role, including: 

• Responsibility for the day-to-day operational management of the Nudge Group;
• Build the profile, scale, scope and footprint of the Nudge Group across the SW Region;
• Managing patient documentation and workflow;
• Working with Practice Principles to ensure high-level Quality Assurance and Quality Control;
• Managing Administration staff;
• Overseeing all aspects of financial management and reporting;
• Marketing the Nudge Group and nurturing key stakeholder relationships;
• Ensuring that the Nudge Group maintains an effective and harmonious internal working environment and culture; whilst operating efficiency and in line with acknowledged best practice methodology. 

Key Responsibilities. 

Key tasks and responsibilities for the role include: 

Operational 

• Managing an expanding Busselton-based ‘hub & spoke’ model consistent with the desire to expand the Nudge Group across the SW region of Western Australia • Managing contractual relationships with key accounts under the South West Employee Assistance Program (SWEAP) • Establishing and maintaining a structured Associate / Internship Program designed to attract high-quality new talent into the Practice • Developing and maintaining a fully-documented suite of Practice policies and procedures • Developing and maintaining a business continuity and disaster recovery plan • Developing and maintaining an asset register • Ensuring consumables and equipment are kept stocked and maintained to the manufacturers standards and conditions • Ensuring the Practice building, rooms, car park and gardens are clean, tidy and accessible to all • Meeting with Practice Owner(s) on a regular basis and reporting on all aspects of Nudge Group operations in line with agreed key performance indicators. 

Marketing and Practice Development 

• Co-ordinating all Nudge Group marketing efforts to ensure consistency in message • Building recognizable brand and profile across the SW Region • Expanding and maintaining stakeholder relationships and referral networks with GPs and similar • Marketing Employee Assistance Programs to potential Public Sector and Corporate employers across the SW Region • Exploring new avenues for service delivery; for example, Teleconferencing • Managing a recurrent series of discreet Practice promotional events, including seminars and workshops • Preparing Award submissions consistent with building reputation and standing • Working in collaboration with Practice Owner(s) to research and identify new avenues for growth, development expansion in line with the strategic plan. 

Financial 

• Liaising with the Practice’s external book-keeper and Accountants to prepare operating budgets and ensure the accurate recording and timely reporting on financial performance to Practice Owner(s) • Coordinating payroll services including superannuation payments, Australian Taxation Office employer responsibilities and maintaining records of leave entitlements • Managing accounts receivable and payable, maintaining debt prevention activities and ensuring that the Practice operates on sound financial management principles. 

Personnel 

• Managing contracts of employment • Co-ordinating staff rosters including annual leave cover • Arranging, when necessary, locum cover for clinical staff • Encouraging sound governance and social responsibility • Encouraging employee motivation, engagement, professional development and satisfaction • Co-ordinating and, where appropriate, conducting regular staff appraisals and maintaining relevant records • Potentially, working with Practice owner(s) and external advisers to establish and maintain an Employee Ownership Scheme based on proven best practice. 

Safety and Quality 

• Maintaining industry standard (or above) QA and QC methodologies • Leading the Practice in risk management and quality improvement processes • Recording incidents and near-misses in line with practice policy • Practicing duty of care including meeting practice standards and accountability • Maintaining patient and practice confidentiality at all times • Ensuring the Practice building and work spaces are conducive to a safe and practical work environment • Ensuring clinical governance processes are in place. 

Person Specification 

Skills, Knowledge, Experience and Attitude. 

The successful applicant will be required to demonstrate evidence of: 

• Previous experience in a management and/ or high-level medical practice administrative position;
• Previous experience of medical practice development;
• Experience in financial management, accounting systems and reporting processes;
• Experience in systems development and maintenance;
• Experience in payroll systems and legislated employment conditions;
• An understanding of medical terminology, medical and allied health professional organisations and relevant stakeholders;
• The ability to demonstrate and encourage leadership and teamwork;
• Strength in building customer and stakeholder relationships;
• Previous experience in the use of relevant practice software systems;
• A detailed understanding of the Medicare Benefits Schedule;
• An understanding or experience in general practice accreditation and standards;
• A Business Degree, either Bachelor or Masters;
• Strong personal motivation, need for achievement and locus of control; and the ability to accept responsibility, work with minimal supervision and make decisions;
• High EQ, patient empathy and sensitivity. 

Appointment factors 

The successful applicant will be required to: 

• Undertake a pre-employment interview;
• Provide appropriate references for contact as requested by the Practice;
• Participate in the Practice Orientation or Induction Program;
• Undertake a Probationary period of six months;
• Participate in a performance appraisal process as required;
• Actively contribute to the development of a culture consistent with the values of the Nudge Group. 

Additional Information 

Hours of work 

The Operations Manager will be required to work a standard 38 hours per week. However, from time to time the Operations Manager may be required to work reasonable additional hours, as necessary to fulfil the requirements of the position, or as requested by the employer. This may include working outside of business hours, during weekends and / or on public holidays.  Consideration will be given to part-time appointment/job role split for the right individual.

Applicants require 

• Training in CPR, undertaken within the past three years;
• A current Criminal Record Screening;
• A current Western Australian Driver’s License;
• Work rights in Australia or be eligible for such.
• Only individuals currently located in the South West of Western Australia, or willing to relocate to the South West of Western Australia need apply. 

Commencement Date 

Currently, the position is vacant. 

Salary Package 

A Salary Package commensurate with previous experience and the level of responsibility associated with the role will be negotiated with the preferred candidate. 

Application Process

To apply for the role, please submit a resume and cover letter addressing the Person Specification by email to [email protected].  Applications close at 5.00pm Friday 20th July 2018. Further information on the role, associated tasks and responsibilities can be obtained by contacting Mr Tim Atterton ([email protected]) expressly following submission of a resume and cover letter.