UHW Deputy Portering Services Manager

*** PLEASE ENSURE YOU COMPLETE THE APPLICATION FORM FULLY ***

The position of Grade V Deputing Portering Services Manager encompasses both managerial and administrative responsibilities which include the following:

Administration

• Ensure the efficient day-to-day administration of area of responsibility
• Ensure deadlines are met and that service levels are maintained
• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc
• Ensure policies and procedures are well documented and understood and adhered to by staff in own section
• Ensure accurate attention to detail in own work and work of team
• Use appropriate technology to ensure work is completed to a high standard
• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority
• Ensure line management is kept informed of issues
• Ensure that the service is kept informed and that their views are communicated to middle management
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

Human Resources / Supervision of Staff

• Supervise and ensure the well-being of staff within own remit
• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
• Deal with under performance in a timely and constructive manner
• Identify training and development needs of staff in own area
• Promote co-operation and working in harmony with other teams and disciplines
• Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.
• Manage attendance and any attendance issues in accordance with the managing attendance policy.

Customer Service

• Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect
• Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager

Service Delivery and Improvement

• Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes
• Ensure accurate attention to detail in own work and work of the team
• Encourage and support staff through change processes
• Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise

Standards, Policies, Procedures & Legislation

• Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices to perform the role effectively and to ensure current work standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
• Pursue continuous professional development in order to develop management expertise and professional knowledge
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards

Deputy Portering Services Manager

• Provide operational leadership and management of Portering an associated support services including but not limited to CSSD, Theatre Support, Plaster Room and Laundry Service. The post holder will ensure the safe, effective and efficient delivery of services across a 24/7 acute hospital environment maintaining appropriate staffing levels, service resilience and high-quality patient support.
• Support the Portering Services Manager leading out on operational planning, organisation and continuous review of all assigned services, ensuring resources are deployed effectively to meet changing service demands, patient activity and organisation priorities.
• Support and assist the Portering Services Manager with developing and maintaining effective workforce plans and duty rosters, ensuring appropriate staffing levels, cross cover arrangements and skill mix to provide a safe, responsive and efficient 24-hour service.
• Contribute and support the Portering Services Manager to the strategic development of portering services by identifying future service requirements, anticipating operational challenges and implementing innovative solutions aligned with organisational objectives.
• Ensuring that working practices and professional standards are maintained
• Supervise and ensure the well-being of astaff in the absence or as delegated by the Portering Services Manager
• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
• The post holder will be responsible for the accurate management, recording and administration of all employee leave types ensure leave balances, approvals and records are maintained.
• The post holder will be responsibility for supporting payroll processes recognising the importance of accurate and timely payroll administration. Responsibilities will include managing/overseeing the preparation, running and validating of payroll. Reviewing payroll data for accuracy, resolving discrepancies in a timely manner, ensuring appropriate approvals are in place and maintaining accurate payroll records. The role requires close attention to detail and effective coordination with relevant stakeholders to ensure correct pay.
• Responsible for supporting staff through change by providing clear communication, guidance and reassurance through the change process. The role involves engaging with teams, encouraging participation and feedback and addressing concern. The post holder will promote a positive approach to changes.
• The post holder will be responsible for identifying, coordination and ensure appropriate training and development needs are in place to support staff and the wider service. This includes monitoring mandatory training requirements ensuring all required training is completed and remains up to date.
• Responsible for supporting the Support Services Manager in developing practical, effective solutions to enhance performance efficiency and services delivery. This includes analysing existing processes, engaging with stakeholders, prioritising opportunities and improvements and devising Business Plans to support implementation of agreed initiatives.
• Identify areas for improvement and develop practical solutions for their implementation
• Support the Portering Service Manager in developing policies and procedures for portering services
• Ensure adherence to procedures and current standards within area of responsibility and implementation of HSE policies, e.g. HR policies and procedures, Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts, Risk Mgt etc.
• Maintain a broad knowledge of policies and procedures of the organisation
• Pursue continuous professional development in order to develop management expertise and professional knowledge
• Ensure compliance with Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards.
• To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
• The post holder will be required to engage with the purchasing function to source equipment, furniture and other resources required to UHW.

The post Holder will recognise that Portering Services forms an integral part of the wider Support Services function and will work collaboratively across the service to support organisational priorities and operational requirements. The post holder will be expected to contribute positively to service developments including periods of change, transformation and to adapt to working practices in response to operational needs. During periods of increased operational pressure, emergency situations or other service challenges the post holder will work flexibly with colleagues across Support Services to support continuity of service and the effective delivery of organisational objectives. The post holder will be expected to undertake duties and responsibilities relevant to the role as required and directed by the appropriate manger to support effective functioning of the wider service.

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.