Regional Operations Manager - Cape Town

Description

Overview

My client is an Independent NPO with Care Facilities for the Aged and Children in the following centers Cape Town, Johannesburg, Pretoria, Port Elizabeth and Durban in South Africa and Harare in Zimbabwe. This NPO Group is committed to providing quality, value driven, holistic health care to all its tenants and patients in these establishments.

The following position has become available: REGIONAL OPERATIONS MANAGER

The regional Operations Manager reports into the Group COO.

My Client Offers

• Highly Competitive Salary
• Provident Fund
• All Business travel related expenses will be covered by the company.

Requirements:

The successful incumbent should meet the following requirements:

• High school – Matric Certificate
• Bachelor's degree or Diploma in business administration, management, or a similar field preferred. ( Hospitality / Healthcare)
• 5 -10 + years of senior management and leadership experience in the: Healthcare, Hospitality, NPO – Assisted Living/Aged Care sectors .
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office, with CRM systems, and project management tools.
• Excellent leadership and decision-making skills.
• Ability to multitask and work efficiently under pressure.
• Strong analytical and problem-solving skills.
• Strong understanding and familiarisation with Occupational Health and safety
• It is very important to note that this position will be based in Cape Town but will require extensive travel often for long periods of time ( 1- 2 weeks) and can be unscheduled at very short notice.

Key Performance areas include:

• Facilities Management
• Operations Management
• Property Maintenance Management
• Project & Development Management
• Hospitality & Services Management
• Asset & Equipment Management
• Fleet Management
• Utilities Management
• Family Relationship Management
• Occupancy & Room Management
• Occupational Health & Safety
• Employee Relations

The Regional Operations Manager will work very closely with the Company Internal Controller and be responsible for the following:

Operations Property & Risk

• Draft yearly audit plans to monitor the following areas of operations as per set audit criteria.
  • Certifications & general house compliance
  • Service level agreements compliance and expiries
  • Health and Safety compliance
  • Nursing Compliance
  • Governmental Compliance
  • Human Resources
  • Risk management
  • Control management over operations effectiveness.
  • Financial compliance over operational processes.
• Determine internal audit scope and develop monthly and annual plans for the region.
• Perform yearly audit cycles through the region based on the prescribed criteria.
• Obtain, analyse, and evaluate documentation, previous reports, data, report flowcharts.
• Prepare and present reports that reflect the audit's results and document process.
• Act as an objective source and offer advice and insights to ensure that audit goal is achieved.
• Identify loopholes, recommend risk aversion measures, and highlight possible cost-savings proposition that can be implemented.
• Maintain open communication with house management ensuring transparency to maintain a good relationship.
• Document the audit process and prepare audit findings to the regional office.
• Conduct follow up audits to monitor and advise managements of needed interventions.
• Engage in continuous knowledge development regarding sector's rules, regulations, best practices, tools, techniques, and performance standards.
• Oversee and monitor daily administrative activities across functions for general operational compliance.
• Track the business compliance certificates for all Care Facilities / Homes as high priority.
• Health and safety compliance – oversee the safety files and folders and appointments and general compliances.
• Maintain and improve the current processes and reporting systems.
• Regularly evaluate the efficiency of these systems according to organisational objectives and apply improvements.
• Ensure all internal administrative policies and procedures are adhered to meet compliance and governance requirements.
• Ensure that the company runs with legality and conformity to established regulations.
• Manage service level agreements and relations with customers, vendors, partners, and other stakeholders and ensure legal and compliance aspects are compliant.
• Management of company occupational Health & Safety Compliance
• Oversee company insurance applications and tracking of claims.
• Relevant Policy development and implementation
• Utility management and implementation/maintenance of cost control measures in place
• Oversea Fleet control and supervision of pool vehicles records

Security

• Setup and maintain a system for the internal control of information security.
• Develop policies and processes for internal control and optimise the control aspects.
• Develop indicators for the internal control of information security.
• Perform information security risk assessments and serve as an internal auditor for security issues.
• Review all system-related security plans throughout the organisation's network.
• Monitor compliance with information security policies and procedures, referring problems to the appropriate department manager.
• Monitor the internal control systems to ensure that appropriate access levels are maintained.
• Setup and maintain a system for the internal control of information security.
• Develop policies and processes for internal control and optimise the control aspects.
• Perform information security risk assessments and serve as an internal auditor for security issues.
• Monitor compliance with information security policies and procedures, referring problems to the appropriate department manager.
• Monitor the internal control systems to ensure that appropriate access levels are maintained.

Staffing Ratios

• Oversight & Reporting on staffing ratios from monthly payroll reports, raise flags to the regional office.
• Facilitate and train on implementation of ratio roster management across all sites, monitor and control.
• Management yearly leave rosters – Planning & implementation review and flag non-compliance.
• Plan and centralise duty management rosters for all houses – ensure monthly updates.
• Distributing all duty rosters – to regional monthly

Reports

• Policy Drafting for reporting schedule.
• Monthly narrative house report – Collection and Uploads to Regional
• Quarterly reports - Collection and Uploads
• Annual reports – Collection and Uploads
• Quarterly TPA – Uploads

Payroll

• Group Reporting and dashboards.

HR

• File management through house audits & performance reports to regional
  • Recruitment documents in place
  • File checklists completed.
  • All files updated as per check sheet.
  • Files uploaded Office 365

House Compliance

• Actual facility compliance according to statutory regulation through house audits
• TPA's
• HSE certifications
• SLA's agreements
• DOH
• DSD
• DOL

• Ensure that source documents and other relevant paperwork is named and dated correctly.
• Compliance certificates, agreements and source documents uploaded for protection of information I.e., TPAs, monitor certifications, monitor SLA's register, HSE.
• Flag expiring contracts of compliance certificates and implement consolidated tracking register.

HSE Compliance

• Health and safety compliance through house Audits
  • Monthly HSE meetings – Monitor Uploads of minutes.
  • Appointments and house compliance -
  • All certification compliance
  • Monthly checklist signoffs
  • Covid Compliance
• Emergency preparedness plans implementation and Compliance

Resident Management

• Resident information management, through house audits.
• Upkeep of resident database and standardization of all sheets & folders
• Filing of resident's files and compliance and uploads _ oversight and reporting of compliance

Financial

• House Audits – checking & balancing of accounts.
  • Petty cash
  • Reconciliation
  • Replenishment and Control
  • SASSA pocket money
• House Audits - Weekly banking & balancing of accounts.
  • Charity shop banking and reconciliation
  • Donations reconciliation and banking
  • Receipt of cash donations & foreign donations banking
• Assist with budgets and reports for proposals, tracking spend throughout the year ensuring compliance to budget.
• Track applications for rates, rebates, taxes.
• Water & electrical readings and invoice confirmations

Projects

• Project recommendations & proposal
• Budgets Maintained
• Project timelines achieved.
• Expense controls
• Cash flow management of projects
  • Oversight
• Project drafting's
• Project budgets
• Projects bill of QTYS
• Project quotes and comparisons
• Project proposals for sign off.
• Project management – Physical project

Safeguarding

• Reporting - Balancing of Incidence and statistic monthly.

Fleet management

• Tracker monitoring & reporting weekly.
• Track and follow up on vehicle Service Plans & History / COF / Licensing / Breakdowns

IT & Infrastructure

• Internal Auditing and consulting engagements, including IT audit.
• To assist in preparing and carrying out the IT audit plan.
• To develop and mature a data analytics and continuous auditing programme.
• Responsible for conducting and/or lead an internal audit and/or IT audit reviews, delivering audit outputs within agreed timescales.
• Telephone account, recording & monitoring.
• Network and data oversight
• Computer support
• General upkeep and maintenance and improvements
• Printers and Readings

Policies and Procedures

• Drafting of all general operation property and risk house policies and procedures
• Drafting of new policies and procedures when conducting audits to ensure ongoing compliance based on findings reports.