Manager Clinic And Laboratory Operations

Annual Salary Range: £50,000-£60,000, DOE
Location: Office-based in Oxford
Contract: Initially 12 months fixed term - with possibility of permanent status
Hours: Full-time
Reports to: Director of Facilities (UK)
The Role
EIT is a leading private healthcare organisation based in Oxford, specialising in cutting-edge medical services, research, state-of-the-art laboratory facilities, and a commitment to providing exceptional patient care. We are seeking a dynamic and experienced individual to join our team as the Manager Clinic and Laboratory Operations overseeing our private clinic environment, advanced laboratory settings and associated facilities.
This role will be responsible for the efficient and effective management of our private Clinic and Laboratory Operations in Oxford, UK. The role requires expertise in pharmacy operations adhering to GxP (GMP, GLP, GDP) practices, attention to high end fixtures and finishes.
This role will initially support with the establishment of a new temporary laboratory facility to get up and running with key science items quicker, whilst supporting design reviews of the proposed new facility and equipment, then take ownership to develop the plans and ensure the timelines and growth of EIT Oxford can be realised. This role will then progress to build and manage the team to ensure the lab and clinic is operational on time, and ensure all relevant procedures and processes are in place to achieve the necessary accreditations to open the Clinic and Laboratory areas. There will also be a requirement to ensure all necessary support functions such as cleaning are communicated with and in alignment with the overall operational strategy of the Clinic and Laboratory areas.
This role will be responsible for the coordination to set up all Clinic and Laboratory infrastructure from scratch (software, hardware, etc) working with all relevant teams to make this happen such as IT. Also implementing procedures to optimise customer care taking the customer through the in-clinic journey and explaining it to them the different steps as well as what is performed during the treatment they are receiving.
Will be the primary contact in hours and out of hours for the Clinic and Laboratory areas and be the operational expert for any audits and external body requirements.
Reporting to Director of Facilities with support to central Ellison Institute functions as required. Ensures that a professional image of EIT is always portrayed via communication and prioritised response to patients and internal customers.
Hours of work will generally be Monday to Friday, core hours 08:30-17:30 and will be office/site based. However due to the nature of the role and organisation there may be times where flexibility is required during the evening and occasionally weekends.
Our Mission
Founded by Larry Ellison and David B. Agus, MD, the Ellison Institute of Technology (EIT) works to develop and deploy advanced technology in pursuit of solving some of humanity's most challenging and enduring problems. Guided by world leaders, scientists, and entrepreneurs, EIT seeks to accelerate innovation by driving scientific and technological advancements across four humane endeavours: medical sciences and healthcare, food security and sustainable agriculture, clean energy and climate change, and government policy and economics.
Please visit eit.org for more details.
Responsibilities
May include some or all the following responsibilities.

• Exceptional running of the entire clinical and Laboratory function, which may include deliveries, equipment, waste, cleaning checks, audits, management of teams, management of patients, management of visitors.
• Overseeing clinic/ lab operations and staff duties.
• Managing the clinic's budget, billing system, and inventory.
• Managing the team of direct reports including lab technicians, nurses, admin staff and external 3rd party providers,
• Overseeing the purchasing, maintenance, and repair of laboratory and clinic equipment. Performing the hiring, training, and performance evaluation of clinic teams. Ensure the clinic diary maximises capacity.
• Identifying areas for local business growth and actively promote services as appropriate.
• Managing internal and external communications and answering queries about the Clinic and Laboratory functions.
• Participating in regular meetings with staff members to discuss KPIs and prepare reports on Clinic and Laboratory performance and submit to line manager on a regular basis.
• Reviewing patient records to ensure that all required information is accurate and up to date.
• Ensure that the Clinic and Laboratory areas are in compliance with all regulatory standards, including GxP (GLP, GDP, GMP) in the Pharmacy,
• Planning of equipment replacements (5 year Long Range Plan).
• Support other business functions and other departments.
• Develop clinic/ laboratory and supporting functions standards.
• Ensure cost savings without compromise to quality or finish are highlighted to management, including competitive tender on quotations, as required.
• Ensure current Clinic and Laboratory status is communicated to all key stakeholders as required.
• Supervise contractors in the clinic/ laboratory and co-ordinate and optimise their utilisation in the most effective way, ensuring quality of delivery at all times
• Keep up-to-date with Legislation, Health and Safety issues and new technological developments within the post-holders field that impact on EIT specifically and the industry generally and where appropriate to assess and recommend their implementation. To be aware of all clinical/ laboratory fields that impact on the activities of EIT.
• Where required work out of hours and attend callouts.
• Participate in the identification and evaluation of long-term strategies and produce detailed equipment specifications and capital proposals when required.
• Maintain accurate records and compile reports as required.
• Write Procedures for equipment, systems and processes, support users with creation of risk assessments, to allow operation by others, where required.
• Deputise for other members of the Facilities Department.
• Have a methodical and flexible approach to work, whilst always displaying a high degree of professionalism.
• Ensure that safe working methods and practices are adopted by the post-holders and all subordinates or contractors the post-holder is responsible for, always and in accordance with EIT policy for the safety of the post-holders and others within the working environment. To make recommendations for safe working practices.
• Be responsible for housekeeping, tidiness, and general cleanliness of all areas in which the post-holder is working.
• Assist in the training of other staff as required.

Person Specification

Role holder will ensure that they work at all times towards the following:

• Professional attitude towards each other and patients
• Deliver on promises, control actions to agreed deadlines
• Communicate effectively on all aspects of work

• Will maintain and enhance relationships inside and outside of the Facilities/ Operations team.
• Will ensure communication is executed at all steps to ensure the customer/ patient is satisfied and aware of what is going on.
• Will understand own contribution to team/reports and line manager to ensure personal and Department objectives are met.
• Will ensure the line manager is aware of priorities.
• Will outline any issues and potential solutions by reporting and communicating with Senior Management, Directors and President/ COO, as required.
• Activities affecting external personnel may involve some complex communications. Examples may include, Public, Landlords, Estate Management, Contractors, Consultants, Statutory Bodies, Regulatory Agencies, Local Authorities, Legal Advisors or Solicitors.

Essential Knowledge, Skills and Experience

• Existing UK work entitlement.
• Prior experience as a clinic/ laboratory manager.
• Proficiency in managing budgets, billing, and negotiating with suppliers and vendors.
• Knowledge and understanding of the offering around medical devices.
• Excellent communication skills.
• Problem-solving skills.
• Conflict-resolution skills.
• Time-management skills.
• Competency with computer-based healthcare administration systems.
• Bachelor's degree in healthcare administration, health services administration.
• At least 2/3 years’ experience in a management role in a healthcare setting, with a proven track record of successful team leadership.
• Knowledge of procuring supplies, equipment, and staff needed for exceptional Clinic and Laboratory Operations.
• Personnel and Contractor Management Skills.
• Excellent Communication Skills, both written and verbal English.

Terms of Appointment

• You must be eligible to work in the UK with a willingness to travel as necessary.
• You must be based in, or within easy commuting distance of, Oxford.
• During peak periods, some longer hours may be required and some working across multiple time zones due to the global nature of the programme.

Please apply online and also provide a covering letter specifically highlighting how your existing skills and experiences support fulfilling the responsibilities of this role.

Closing date for applications 24th March 2024 but may close sooner depending on responses.

https://eit.org/wp-content/uploads/2023/10/UK-GDPR-Candidate-privacy-notice-2023-06-27.pdf
The Ellison Institute of Technology is an equal opportunity employer. We believe that an inclusive, collaborative team environment is just as important to our mission as stethoscopes and microscopes. We strive to always provide employees a supportive atmosphere, so they feel confident taking creative risks towards innovation. EIT values emotional intelligence and communication with empathy and respect for others. We seek to build a diverse group of people who are curious, have a deep sense of responsibility, and the grit needed to achieve excellence.

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