Clinical Operations Officer

Jemi Neil Consulting - (See More Jobs)

August 08, 2017
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Jemi Neil Consulting is recruiting for fulltime Clinical Operations Officer.

Job Details

ROLE: CLINICAL OPERATIONS OFFICER (PORT HARCOURT)

BACKGROUND

Our client, a reputable Occupational Health Clinic & Diagnostic Centre has given us the task to source a Clinical Operations Officer with quality hands-on work experience in Clinical and Operations Management of a Diagnostic Centre.

The client's clinic and diagnostic center’s branch office is located in Port harcourt, Rivers State.

JOB SUMMARY/OVERVIEW

The Clinical Operations Officer manages the operational daily affairs of the clinic and diagnostic center. She/he oversees the execution of operational activities with an eye for quality assurance/quality control. She/he will inculcate a reasonable blend of medical equipment knowledge, basic accounting, inventory, project management, facilities management, vendor’s management and people management holistically.

He/she will be expected to perform the following duties:

JOB RESPONSIBILITIES

GENERAL ADMINISTRATION

  • To manage all regulatory requirements ensuring strict compliance and up to date documentation.

  • Represent the organization when dealing with regulatory authorities

  • Assist the Operations Manager in supervising both Lagos and Port Harcourt Lifeheck branches in operational activities.

  • Ensure smooth operational running of our busy clinic and diagnostic center.

  • To develop and implement holistic tools and supervisory documents to ensure compliance to operational processes and policies.

  • To take responsibility for maintaining operational set quality standards.

  • To ensure that activities requiring smooth running of clinic and diagnostic center are implemented.

  • To prepare and ensure submission of weekly and monthly reports on strategic operational activities.

PROCUREMENT AND INVENTORY MANAGEMENT:

INVENTORY MANAGEMENT

  • Manages and monitors all inventory and stock across all clinical and non-clinical units to ensure utmost efficiency.

  • Managing the store, laboratory, supplies etc.

  • Prevention of stock outs by ensuring stock levels are within acceptable set limits

  • Manages all documentation pertaining to inventory management across the Lifeheck Clinics

  • Prevention of wastage and pilferage

  • Ensure proper periodic reporting of departmental utilization

  • As much as possible, ensuring that all units adhere to the approved inventory lists

  • Liaising with all clinical and non-clinical teams to determine efficiency of approved inventory lists; making recommendations for removal and inclusion of inventory items

  • Prompt submission of Request for Supply for Procurement

PROCUREMENT MANAGEMENT

Supplier Management

  • Responsible for dealing with all registered suppliers

  • Negotiating and liaising with suppliers to ensure prompt and efficient Supply of ordered goods to clinics

  • Ensure proper validation of Supplier deliveries including proper documentation required for validation

  • Ensure proper accounting/administration of Supplier invoices and prompt submission to Accounts/Finance

  • Proper record keeping of all Requested stock Items to ensure prompt and efficient periodic review of historical records of item utilization

  • Sourcing and auditing suppliers; making recommendations for Supplier registrations

  • Assists with periodic/quarterly market price review of all registered inventory items

FACILITY MANAGEMENT

Equipment Maintenance

  • Manages equipment maintenance calendars to ensure efficient preventive maintenance of all medical and non-medical equipment and appliances

  • Keeps a log and maintains good relationships with registered equipment engineers/technicians to ensure service continuity

  • Takes responsibility for the status of all equipment and ensures they are up and running at all times

  • Supervises to ensure the proper use of all equipment to ensure that users adhere to quality and safety protocol to prevent accidental and negligent damage

  • Keeps a record of all equipment maintenance and repairs

Damage Management

  • Opens and maintains damages log to track all damages across the facility

  • Checks the log book daily to ensure all damaged appliances are fixed with a lead time of 48hrs for repairs

  • Keeps a log of maintenance artisans, engineers and efficiently manages these

  • Negotiates with artisans and maintenance personnel to ensure quality and cost control

  • Inspects all building appliances such as sockets, electrical points, plumbing etc. weekly to ensure they are in good working condition. Ensures an up-to-date weekly log book is filled for this task.

Generator Care

  • Ensures the generator is in good working condition at all times

  • Manages Diesel and Petrol Supply to ensure utmost efficiency and prevent pilferage

  • Manages and Monitors Diesel log and usage

  • Ensures the generator is properly managed by users and all Quality and safety guidelines are adhered to ;also ensures all relevant maintenance logs are filled and up to date

  • Ensures proper preventive maintenance of all generators

Water Purification

  • Ensures that tap water is clean at all times

  • Ensures adequate water purification

  • Ensures that water is available at all times within the facility

Pest control

  • Ensures that the facility is devoid of pests at all times

  • Recommends and supervises quarterly fumigation of the entire premises

  • Monitors the premises for pest infestation

Refuse Disposal

  • Responsible for ensuring refuse is discarded on time

  • Manages refuse disposal company

  • Ensures that refuse area is extremely clean and refuse well covered at all times

  • Ensures proper segregation and management of waste

Housekeeping roles

  • Ensure the premises is extremely clean at all times of the day

  • Supervises the cleaning log book and directs the cleaning department

  • Conducts random checks on the cleaning department

  • Carries out a spot check of the external environment weekly

  • Ensures all cleaning materials are available at all times and manages housekeeping imprest

CLINICAL SUPPORT DUTIES

Provides support to the clinical team as required.

HUMAN RESOURCES SUPPORT

  • General staff supervision to ensure proper conduct in line with organization standards e.g. staff punctuality, conduct, dressing etc.

  • Training and on-boarding of new staff on Standard Operating Procedures (SOP'S) and other relevant areas

  • Ensure and supervise periodic training of staff in Clinical and non-clinical aspects.

  • To ensure the delivery of BLS and ACLS Training to our new staff or clients as the need arises

  • To Support the Human Resources team in identifying staffing requirements and Staff recruitment

  • To work with HR to develop policies and process documents necessary for startup and successful running of Operational units

  • Manage staff roaster and overtime log to ensure that all roles are adequately manned at all times

  • Manages the engagement of locum staff

  • Supervise and conduct performance assessments for Administration and Operational team members as assigned.

    CUSTOMER SERVICE MANAGEMENT

  • Manages the front desk officers and all staff to ensure utmost customer service

  • Manages all client complaints and dissatisfaction at the point of service

  • Manages any crisis issue that may arise in the cause of providing service

REPORT/RESULT EFFECIENCY MANAGEMENT

  • Ensures that all client results and reports are submitted on time

  • Manages the report tracking system

  • Flags late reports and ensures urgent resolution of bottlenecks

PROCESS MANAGEMENT

  • Carries out periodic audits to ensure strict adherence to set internal operational processes

BASIC ACCOUNTING/ADMINISTRATION

  • Periodically prepares and submits basic facility operational budgets

  • Works with Accounts to monitor set budgets and keep in line with this

  • Supervises and validates daily register with the Internal and External Authorization forms as a means of revenue assurance

  • Maintains a record of all supplier invoices and expense documents

  • Ensures that all cash received is appropriately banked and accounted for

  • Ensures that Accounts/Finance have access to daily client reports and works with them to ensure the efficient billing of clients

  • Follows up with Accounts receivables

Job Requirements

Min Required Experience:

4 year(s)

Min Qualification:

Bachelor's Degree/HND

Other Requirements:

JOB REQUIREMENTS AND QUALIFICATIONS

Education:

  • Practice Management, General Business or any related field.
  • B.Sc./HND in Nursing or medical field is a strong advantage.
  • Project management and Quality Assurance/Quality Control (QA/QC) certifications will be given strong consideration.

Experience:

  • A minimum of four (4) years working in an operations or administrative role in a reputable and busy Diagnostics center or clinic.
  • Experience working in a primary care practice or integrated care delivery system preferred.

  • Demonstrated experience and proficiency with tools, technology and systems typically found in a healthcare environment (I.e. Microsoft Office Suite, patient records systems, EMR systems etc.).

DESIRABLE KNOWLEDGE, SKILLS & ABILITIES:

  • Analytical and problem-solving skills.

  • Excellent personal organization and business administration skills.

  • Proficiency in Microsoft Office Packages.

  • Excellent oral and written communication skills.

  • Must be able to respond flexibly to changing circumstances

  • Must be accountable and be a person of integrity

  • Must be proactive and result orientated

  • Must be able to use initiative and work with minimal supervision

  • Excellent time management skills

  • Demonstrated experience leading and managing complex projects through completion.

  • Maintain current knowledge of federal, state and local regulations and policies regarding Medicare and Medicaid in Nigeria.

  • Ensure all business processes are within regulatory standards.

  • Communicate with others in a clear, understandable and professional manner on the phone and in person; and the demonstrated use of good written and verbal communication skills.

  • Effective project management skills, including the ability to plan, organize and schedule work in an efficient and productive manner, focusing on key priorities and meeting deadlines.

  • Exhibit sound judgment in decision-making.

WORK ENVIRONMENT/OTHER INFORMATION

  • Out of location client site and weekend work required.

  • May be required to work on Public holidays when diagnostic center is opened to clients.

Interfacing with: Clients Relations Officer, Sales Manager, Head Life Check, Business Development Manager, Laboratory Scientist, Radiologist, Occupational Health Nurse.

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About Jemi Neil Consulting

  • Type: Private
  • Headquarters: 208B Isale eko Avenue Dolphin Estate Ikoyi, Lagos Nigeria

Jemi-Neil Consulting is an organization with two core diverse areas: International Education Consultancy (University & College Placements) & Human Resources Consultancy focusing on executing various H...Know More about Jemi Neil Consulting

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