Facility Manager Aged Care Facility

Overview

My Client a NPO in Durban is recruiting for a Facility Manager at their unit in Durban - KZN

Remuneration Structure

• Salary : R17 500 - R20 000 PM - negotiable
• Company benefits to be discussed in interview

Education requirements:

• Matric
• Business management diploma or hospitality management diploma
• 5 years’ managerial experience?
• Experience in a similar role and environment would be advantageous

Important Note

Candidates / Applicants with experience in running Care for the Aged facilities and homes will get preference. 

Facility Manager description – job purpose

The Facility Manager covers main areas - people & organization such as catering, cleaning, ICT, HR, accounting, marketing, hospitality, planning, workplace governance, SLA management, occupancy rates, maintenance and furniture and asset management. Facility management requires coordinating the physical workplace with the people and work of the organization through:

• Finance Management
• Hospitality Management
• Human Resource Management
• Leadership and Strategic Management
• Operations and Maintenance Management
• Project Management
• Technology Management & Marketing Management
• Property Management & Emergency Preparedness

Leadership and People Management:

• Oversee the full operational functions of the facility, as per the organizational chart.
• Lead by example and develop effective teams within the house.
• Ensure full compliance with facility operating controls, SOP’s, policies, procedures and service standards.
• Ensure that all department heads develop a positive working environment which nurtures and rewards good practice through a programme of training and development.
• Provide regular supervision and annual appraisal to heads of department and ensure that they do the same with their subordinates, in line with company procedures and standards.
• Ensure that good quality working relationships are built and maintained between staff and the individuals they are supporting.
• Facilitate and coordinate resident monthly meetings in line with the requirements set out in the Act governing care of the aged.
• Facilitate and coordinate monthly heads of department meetings.
• Ensure regular staff meetings .
• Ensure that the staff ratios are in line with care requirements.
• Provide support and guidance to the heads of department.
• Ensure staff attend all mandatory and refresher training.
• Ensure that the “employee of the month” initiative is implemented and adhered to by the relevant heads of department.
• Where necessary, ensure that all disciplinary and grievance procedures are carried out in line with company policy and statutory requirements.
• Manage change effectively.
• Ensure staff adhere to the rules, policies and procedures contained in the staff handbook.

Quality Management:

• Ensure that the facility is run in line with statutory and facility policies and procedures.
• Develop a culture which enables staff members to maximise their development and create areas of expertise within the service.
• Undertake monthly quality assessment audits to ensure a continuously improving service is
• provided.
• Ensure that heads of department are adhering to all instructions and managing as per the organisation’s requirements and management instruction.

Financial Management:

• Manage delegated budgets to ensure resources are used to best effect, in line with company policy and procedure.
• Ensure staff work and comply with financial systems in line with company policies, procedures and guidelines.
• Deliver facility budget goals and set other short- and long-term strategic goals for the property.
• Develop improvement actions, carry out cost savings.
• A strong understanding of Profit and Loss statements and the ability to react with impactful strategies.
• Closely monitor the facility’s business reports daily and take decisions accordingly.
• Ensure that monthly financial outlooks for rooms, food & beverage, admin & facilities management are on target and accurate.
• Maximize room yield and facility revenue through innovative sales practices and yield management programs.
• Prepare monthly financial reporting for the owners and stake holders.
• Draw up plans and budget (revenues, costs, etc.) for the owners.

Management:

• Develop a strong team spirit among all role players by promoting a safe, friendly, optimistic and cooperative environment throughout the facility.
• Network among the community to project a vibrant image of the Care facility.
• Plan and implement fundraising activities
• Lead all key property issues including capital projects, customer service and refurbishment.
• Handle complaints and oversee the service recovery procedures. Manage on-going profitability of the facility, ensuring revenue and guest satisfaction targets are met and exceeded.
• Ensure all decisions are made in the best interest of the facility and management.
• Assist in the procurement of operating supplies and equipment and contracting with third-party vendors for essential equipment and services.
• Act as a final decision maker in hiring a key staff.
• Coordinate with HOD’s for the execution of all activities and functions.
• Oversee and manage all departments and work closely with department heads daily.
• Manage and develop the facility executive team to ensure career progression and development.
• Be accountable for responsibilities of department heads and take ownership of all guest complaints
• Provide effective leadership to facility team members.
• Lead in all aspects of business planning.
• Respond to audits to ensure continual improvement is achieved.
• Corporate client handling and take part in new client acquisition along with the sales team whenever required.
• Assist in residential sales as and when required and develop strong sales prospects.
• Responsible for safeguarding the quality of operations, both internal & external.
• Responsible for Occupational Health & Safety Act implementation, fire regulations and other legal requirements.
• Maintain and develop a sustainable facility, including a 100% bed occupancy.
• Plan, organize and manage the daily operations of the facility.
• Ensure quality care standards.
• Responsible for the preparation, presentation and subsequent achievement of the facility 's annual operating budget, marketing & sales plan and capital budget.
• Manage key suppliers.
• Manage all administrative aspects of the facility; including but not limited to:
  • Statutory reports – information to be compiled over the given timeline / period and forwarded to the HR Manager when required
  • Ensure that the staff list is always a true reflection of staff on the floor
• Manage the relationship with residents' family members.

Health and Safety:

• Ensure the facility meets H & S regulations & standards.
• Ensure staff complete H & S training as required, this to be done in liaison with the H & S Manager
• Evaluate the risks of, and protect, service users from threats to their health, welfare and normal developments from inside and outside the house.
• Complete risk assessments for staff, the house and individuals living there.
• Ensure the premises are kept clean and hygienic throughout.

Admissions:

• Ensure Admission documentation is completed and correctly filled in
• Ensure deposits and financials are in order with approval from the Regional Management Team
• Ensure rooms are checked (painted and compliant).
• Welcome Pack and Personalized letter are in rooms
• For Assisted & Independent Living:
• Ensure that extra packs are on file and be proactive in keeping beds occupied; the Social Worker and the Nursing Services Manager must form part of the assessment process.
• Ensure that the waiting list for potential residents is kept up to date, the Social Worker is to ensure that the Facility Manager receives the list on a weekly basis.

For Frail Care:

• Ensure that extra packs are on file and be proactive in keeping the beds occupied; the Social Worker and the Nursing Services Manager must form part of the assessment.
• Ensure that the waiting list for potential residents is kept up to date, the Social Worker is to ensure that the Facility Manager receives the list on a weekly basis.
• Ensure that the registers are kept up to date – record when residents are admitted, leave or pass away – the Facility Manager must at any given time be able to submit this information to the CEO.

For Children: (if situated on the premises):

• Ensure adherence with legislation and work hand in hand with the senior Social Work Manager who is situated in Cape Town to ensure compliance.

Competencies required (must have)

• Excellent people skills
• Excellent managerial skills
• Budgetary control skills
• Mathematical skills - basic
• Management experience
• Fundraising skills

Key KPI’s:

To measure financial performance:

• Revenue growth rate compared to budget
• Debt recovery and debtors’ management
• Cash flow management
• Operating expense ratios in line with budgets
• Occupancy management

To understand your customers:

• Customer satisfaction index
• Customer complaints handling

To gauge your market and marketing efforts:

• Market growth with increased market share
• Search engine rankings (by keyword) and click-through rate
• Page views and bounce rate
• Customer online engagement level
• Social networking footprint
• Innovation

To understand your employees and their performance:

• Human capital
• Revenue per employee
• Employee satisfaction index
• Salary scale management and employment ratios
• Training programs

To measure your environmental and social sustainability performance:

• Energy consumption management
• Water consumption management