Operations Management Lead -Pharmacy Services

Detailed job description and main responsibilities

·       As a member of the Senior Management Team on behalf of the deputy director, to strategically plan, execute and monitor all aspects of divisional projects to realise intended outcomes in line with division and organisational goals aligned to the IMTP and on behalf of clinical demand for medicines and pharmacy services.

· To lead on the coordination of the capital planning processes, overseeing progress with these, working with strategic stakeholders internal to the division and externally within the service to deliver this responsibility.

·       This role will lead on the business continuity planning for sufficient and robust responses to incidents and disruptions that may impact the service negatively, reducing the risks where this may occur. This includes business impact analysis, risk assessment and development of continuity plans to include emergency responses and back-up systems.

·       The role will lead on the strategic planning for service resilience including the design of flexible and adaptable service delivery models with continuous monitoring of performance against KPI’s, updates to current systems and practices where appropriate or the implementation of new or novel solutions to manage the risks to the service maintaining risk registers, ensuring appropriate governance and escalation where appropriate.

·       The role will manage and have operational responsibility for medicines supply services including logistics with service improvements and efficiencies, making the most of resources available within the Division.

·       To plan for optimum resource materials management including equipment and asset inventory, PPM, and lifecycle replacement plans also ensuring optimisation and efficiencies in workflows and processes.

·       To lead with the scheduling management for tasks and medicines manufacturing and logistics within the service.

·       The Operations Management Lead will take responsibility for all commercial development work programmes and sales ensuring the service meets and exceeds the need of the customer demonstrating excellence adding value to the service ensuring customers are satisfied with the service, monitoring this with statistical data analysis, reporting on these through a variety of key performance indicators developing action plans to address deficiencies where this occurs.

·       The role will lead on productivity and sustainable performance improvements for the medicines manufacturing service and supply chain including pharmacy distribution services, ensuring appropriate measures are in place incorporating the philosophy and methodologies of Lean Six Sigma, monitoring these and reporting through key performance indicators with action plans to address improvement needed.

·       Develop, short-, medium- and long-term objectives with the Deputy Director, which are turned into effective, affordable and achievable annual service plans for each section and deliver these plans within the financial resources available.

·       Lead negotiations with internal and external stakeholders/agencies to explore any new initiatives and income generation as the opportunity arises.

·       Work with colleagues to review and redesign services in order to meet the needs of patients and customers to enable the Division to achieve key performance indicators and reduce costs.

·       Lead the planning of future capital developments to deliver improved facilities for patients in line with the Division and Board strategy, ensuring that capital developments are designed around the service.

·       Develop robust mechanisms to ensure clear communication of service plans, objectives and service changes ensuring that staff are engaged directly in any review and the development of services.

·       Develop and maintain effective mechanisms of communication across the division, ensuring engagement of clinicians, colleagues in other divisions, and other professional and staff groups including Trade Unions.  Such personal engagement will include, as and when required, using the highest level of interpersonal and communications skills as would be required when dealing with issues including service rationalisation or disinvestment of services.

·       Present information formally both internally and externally on behalf of the Division at formal meetings, etc.  For example Board meeting

·       It is expected that the role will advise management/staff on changes to legislation and statutory requirements, analysing and interpreting them against trend and departmental objectives to facilitate change.

·       The post holder will support the senior management team in the development of investment business cases and in the implementation of agreed capital projects. 

·       The role will be the budget holder for area of work to ensure best value for money, including signing off invoices, monitoring expenditure and support the setting of annual budget as part of the business planning cycle.

·       Lead on the planning and implementation of cost reduction programmes in line with corporate objectives.

·       Plan, negotiate and agree the financial value of relevant functional non medicines contracts with appropriate providers on behalf of division, keeping within the budgetary allocation for the service portfolio managing these through effective management processes.

·       To work alongside procurement and finance colleagues to undertake complex information analysis and the development and establishment of systems in order to performance monitor the volume, value and quality of services provided through contracts and respond to deviations from plans.

·       Develop capital plans and strategy to ensure the operational service is future proof e.g. clean room and equipment strategy creation and then subsequent replacement plan for business resilience

·       Direct the planning and allocation of work and monitor work programmes to ensure they are delivered according to the agreed timetable, quality standards and budget.

·       Responsible and accountable for the formulation of new service developments and initiatives, e.g. Purchasing and Distribution and Homecare etc. preparing bids and ensuring business cases are produced for service developments, considering activity and income projections and resource allocations.

·       Manage the stores and supply chain function including responsibility for delivery of WDA activity and national programmes of work e.g. vaccine programmes in conjunction with the Responsible Person named on the licence to meet regulatory compliance.

·       Develop effective stock management processes with their direct reports for supply chain function and be professionally accountable for maintaining accurate stock control, inventory and audit systems for received, stored and issued items including equipment, consumables, components and medicines many of which will be high cost.

·       Line management responsibilities for direct reports, e.g. recruitment, PADR’s, sickness absence, staff development, etc.

·       Provide effective leadership, in accordance with organisation’s values and behaviours, which contributes to the fostering of a quality improvement culture within the Division to ensure that the staff and service deliver high quality customer and patient-centred services aligned to strategic and operational objectives.

·       Analyse current and future service activity to establish capacity plans with the relevant senior and division managers to ensure the appropriate staffing skill-mix for the delivery of service plans, producing an annual workforce plan.  Utilising any opportunities for benefits realisation from agenda for change, i.e. role redesign.

·       Ensure the reporting teams receive appropriate and sufficient education and training to meet regulatory compliance requirements.

·       Lead on, participate in and support research projects, audit and service improvement initiatives within this role’s practice areas.

·       Design and implement change within the Division, acting as a change agent and role model to gain commitment from colleagues and motivating the workforce so that barriers to improve the effectiveness of the department are overcome.

·       The role will lead on highly complex performance data analysis and forecasting, with delivery management data including supply chain and inventory management for the production unit.