Vacancy for Clinical Operations Officer at Jemi Neil Consulting

CLINICAL OPERATIONS OFFICEROur 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.JOB SUMMARYThe 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 RESPONSIBILITIESGENERAL ADMINISTRATIONTo manage all regulatory requirements ensuring strict compliance and up to date documentation.Represent the organization when dealing with regulatory authoritiesAssist the Operations Manager in supervising both Lagos and Port Harcourt Clinic 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 limitsManages all documentation pertaining to inventory management across the Lifeheck ClinicsPrevention of wastage and pilferageEnsure proper periodic reporting of departmental utilizationAs much as possible, ensuring that all units adhere to the approved inventory listsLiaising with all clinical and non-clinical teams to determine efficiency of approved inventory lists; making recommendations for removal and inclusion of inventory itemsPrompt submission of Request for Supply for ProcurementPROCUREMENT MANAGEMENTSupplier Management Responsible for dealing with all registered suppliersNegotiating and liaising with suppliers to ensure prompt and efficient Supply of ordered goods to clinicsEnsure proper validation of Supplier deliveries including proper documentation required for validationEnsure proper accounting/administration of Supplier invoices and prompt submission to Accounts/FinanceProper record keeping of all Requested stock Items to ensure prompt and efficient periodic review of historical records of item utilizationSourcing and auditing suppliers; making recommendations for Supplier registrationsAssists with periodic/quarterly market price review of all registered inventory itemsManages equipment maintenance calendars to ensure efficient preventive maintenance of all medical and non-medical equipment and appliancesKeeps a log and maintains good relationships with registered equipment engineers/technicians to ensure service continuityTakes responsibility for the status of all equipment and ensures they are up and running at all timesSupervises to ensure the proper use of all equipment to ensure that users adhere to quality and safety protocol to prevent accidental and negligent damageKeeps a record of all equipment maintenance and repairsDamage ManagementOpens and maintains damages log to track all damages across the facilityChecks the log book daily to ensure all damaged appliances are fixed with a lead time of 48hrs for repairsKeeps a log of maintenance artisans, engineers and efficiently manages theseNegotiates with artisans and maintenance personnel to ensure quality and cost controlInspects 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.FACILITY MANAGEMENTEquipment MaintenanceManages equipment maintenance calendars to ensure efficient preventive maintenance of all medical and non-medical equipment and appliancesKeeps a log and maintains good relationships with registered equipment engineers/technicians to ensure service continuityTakes responsibility for the status of all equipment and ensures they are up and running at all timesSupervises to ensure the proper use of all equipment to ensure that users adhere to quality and safety protocol to prevent accidental and negligent damageKeeps a record of all equipment maintenance and repairsDamage ManagementOpens and maintains damages log to track all damages across the facilityChecks the log book daily to ensure all damaged appliances are fixed with a lead time of 48hrs for repairsKeeps a log of maintenance artisans, engineers and efficiently manages theseNegotiates with artisans and maintenance personnel to ensure quality and cost controlInspects 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 CareEnsures the generator is in good working condition at all timesManages Diesel and Petrol Supply to ensure utmost efficiency and prevent pilferageManages and Monitors Diesel log and usageEnsures 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 dateEnsures proper preventive maintenance of all generatorsWater PurificationEnsures that tap water is clean at all timesEnsures adequate water purificationEnsures that water is available at all times within the facilityPest controlEnsures that the facility is devoid of pests at all timesRecommends and supervises quarterly fumigation of the entire premisesMonitors the premises for pest infestationRefuse DisposalResponsible for ensuring refuse is discarded on timeManages refuse disposal companyEnsures that refuse area is extremely clean and refuse well covered at all timesEnsures proper segregation and management of wasteHousekeeping rolesEnsure the premises is extremely clean at all times of the daySupervises the cleaning log book and directs the cleaning departmentConducts random checks on the cleaning departmentCarries out a spot check of the external environment weeklyEnsures all cleaning materials are available at all times and manages housekeeping imprestCLINICAL SUPPORT DUTIESProvides support to the clinical team as requiredHUMAN RESOURCES SUPPORTGeneral 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 area.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 arisesTo Support the Human Resources team in identifying staffing requirements and Staff recruitmentTo work with HR to develop policies and process documents necessary for startup and successful running of Operational unitsManage staff roaster and overtime log to ensure that all roles are adequately manned at all timesManages the engagement of locum staffSupervise and conduct performance assessments for Administration and Operational team members as assigned.CUSTOMER SERVICE MANAGEMENTManages the front desk officers and all staff to ensure utmost customer serviceManages all client complaints and dissatisfaction at the point of serviceManages any crisis issue that may arise in the cause of providing serviceEnsures that all client results and reports are submitted on timeManages the report tracking systemFlags late reports and ensures urgent resolution of bottlenecks.PROCESS MANAGEMENTCarries out periodic audits to ensure strict adherence to set internal operational processesBASIC ACCOUNTING/ADMINISTRATIONPeriodically prepares and submits basic facility operational budgetsWorks with Accounts to monitor set budgets and keep in line with thisSupervises and validates daily register with the Internal and External Authorization forms as a means of revenue assuranceMaintains a record of all supplier invoices and expense documentsEnsures that all cash received is appropriately banked and accounted forEnsures that Accounts/Finance have access to daily client reports and works with them to ensure the efficient billing of clientsFollows up with Accounts receivables.REPORT/RESULT EFFECIENCY MANAGEMENTEnsures that all client results and reports are submitted on timeManages the report tracking systemFlags late reports and ensures urgent resolution of bottlenecksPROCESS MANAGEMENTCarries out periodic audits to ensure strict adherence to set internal operational processesBASIC ACCOUNTING/ADMINISTRATIONPeriodically prepares and submits basic facility operational budgetsWorks with Accounts to monitor set budgets and keep in line with thisSupervises and validates daily register with the Internal and External Authorization forms as a means of revenue assuranceMaintains a record of all supplier invoices and expense documentsEnsures that all cash received is appropriately banked and accounted forEnsures that Accounts/Finance have access to daily client reports and works with them to ensure the efficient billing of clientsFollows up with Accounts receivables. 

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