Operational Manager, Cleaning Services

Detailed job description and main responsibilities

• Assist in the planning and delivery of Facilities Services in accordance with client requirements, service specifications, National Standards of Healthcare Cleanliness, and best practice guides.
• Manage the operational function of Cleaning Services.
• Ensure sufficient numbers of staff are available to deliver quality and timely Facilities services. Cover any staff shortages due to absence by the reallocation of duties.
• Assist in the development and delivery of appropriate work schedules, frequencies, and programs to ensure services are compliant with any associated standard.
• Undertake surveys / audits as necessary to manage performance, ensure task action sheets are completed and all other relevant paperwork. Compile reports as required.
• Assist in the specification and quality control of Facilities Services. Planning and implementation of associated work practices and procedures. 
• Organise stock control of consumables.
• Respond to service delivery issues in a timely and professional manner.
• Assist with monthly team meetings, undertake toolbox talks, and provide information on Facilities Services when required.
• Meet with service users and providers with regard to Facilities Services. 
• Communication both written and verbal, to all levels of staff relating to the provision of Facilities Services. 
• Provide and receive technical and non-technical information, to inform work colleagues, patients, and clients. Ensuring, where relevant, such information is communicated effectively up to senior management level. 
• Assist in the development and implementation of changes to service delivery including any changes in statutory / mandatory requirements.
• Ensure a partnership approach is adopted as agreed with the Head of Facilities.
• Attend meetings with Senior Management, Stakeholders, and associated Steering Groups as required, in relation to the delivery of Facilities Services.
• Communicate with colleagues, patients, and staff.
• Dealing with problems, interruptions, or service emergencies.
• Provide information and advice to all Trust senior managers, users, clients, contractors, and associated NHS networks relating to the operational delivery of Facilities Services.
• Undertake such training as required to fulfil the responsibilities for Operational Manager as agreed with the Head of Facilities. 
• Resolve operational service issues and failures in meeting the required service standards using own knowledge and experience.
• Analyse performance information related to the operational delivery of Facilities Services, assess any required action to recover failed standards and escalate where appropriate to line manager.
• Maintain accurate, computerised databases and records relating to Facilities Services.
• Maintain systems for monitoring internal process and service requirements e.g. service performance standards, time and attendance and other associated documentation.
• Ensure performance and service data is reviewed, analysed, and recorded into the departments' database.
• Ensure all technical information received or developed is disseminated to the appropriate Trust officer in a suitable format in order for the Trust to fully understand the content and any possible implications it may have.
• Responsible for ensuring all Cleaning Services works are responded to in an effective and timely manner to maintain a suitable patient environment.
• Give clear information to patients and visitors when asked or during incidental contact.
• Responsible for the management of the Facilities Services budgets, including the provision of reports and monthly review. 
• Ensure all financial information is inputted onto the departments database system. 
• Ensure the safe and effective use of equipment, manage and maintain stock control.
• Check and authorise invoices.
• Check and authorise department financial documentation e.g. overtime sheets, consumables usage and timesheets.
• Meet all KPIs and budget requirements.
• Identify and action any poor practice which may result in financial loss to the Trust and report such to the Head of Facilities.
• Responsible with the operational management and delivery of Facilities Services including management of staff and associated supervisory team.
• Responsible for the recruitment, appointment, induction, training, and retention of staff.
• Assist the Head of Facilities with ensuring all Facilities service staff receive appropriate training for their area of work in accordance with National NHS guidance, current legislation, and Health & Safety guidance.
• Responsible for ensuring staffing levels are maintained, this will include reconciliation of backlog hours, provision of agency staff and re-provision of service via sub-contractors where required.
• Assist in delivering personal development plans for in-house staff and ensuring a similar structure is available to contracted staff.
• Ensure the corporate Disciplinary and Grievance procedures, sickness absence and any HR related policy / procedures are adhered to and managed in an appropriate and professional manner.
• Responsible for staff motivation.
• Responsible for the delivery of service reviews, audits, and assessments to ensure the effective and management of service delivery teams.
• Receive, review, and interpret a range of information in relation to the provision of Cleaning Services, ensuring, where relevant, that such information is communicated up to the Head of Facilities. 
• Ensure clear and consistent communication will all staff groups, ensuring staff awareness of service priorities, plans, and objectives.
• Assist in the development and implementation of changes to service delivery including any changes in statutory and mandatory requirements.
• Responsible for resolving operational service-related problems using own knowledge and experience.
• Responsible for the analysis and interpretation of complex data and performance information related to the delivery of Facilities Services, Assess and manage any required action using own judgment and initiative.
• Provide operational HR advice to in-house and contracted staff in relation to general working conditions, benefits offered by the company, training, and Health & Safety issues.
• Undertake all such reasonable other duties as may be required as part of the role.