The Deputy General Services Manager will support the General Services Manager in ensuring the effective and efficient functioning of the hospital, whilst having a responsibility for Business and Performance Management/ Improvement and Non Clinical services.

They must support the hospital clinical staff in the provision of the necessary services and functions to enhance patient care and experience in the hospital and work collaboratively to ensure best practice. The Deputy General Services Manager will be responsible and accountable for the management of the Catering, ICT, Support Services, Contract Services, Administrative and Business functions at the hospital and as such will be responsible for the planning, organising, controlling and directing of the associated services and Department Heads with respect to the hospital, statutory requirements, policies and standards. They will be required to drive change initiatives with the support of General Services Manager and Senior Management in areas where services and systems need change and improvement.

The post holder will need to be organised, detailed and focused in approach with the ability to manage a large multidisciplinary team(s) with a view to the provision of a standard of service required to meet the needs of a growing patient driven services. They will need to work collaboratively with many disciplines as part of the execution of their duties and must possess excellent communication skills and ability to interpret a wide range of information associated with the provision of non-clinical services to the hospital. They will need to develop and foster close working relationships with the Clinical leads at the hospital together with Senior Management to develop close working relationships for the future development of the hospital and the services within. The post holder should have a vision for progress and a skill set to meet challenges associated with changing existing practices and developing improved systems and procedures. They should be willing to understand and work towards all improvements and developments that bring benefit to the services delivered at the hospital and allow for better patient care and experience. This post holder will be responsible for how the hospital is perceived and viewed by patients, visitors and staff and is expected to ensure a positive experience in relation to the appearance, provision of non-clinical services, catering, cleanliness and the overall fabric of the building.

A panel maybe formed from which future vacancies for a temporary or permanent position may arise.

Grade VII Deputy General Services Manager 2025

The Deputy General Services Manager will:

• Be responsible for the maintenance of effective and efficient systems, policies and procedures to support his/her areas of responsibilities.
• Report and provide analysis on activity related issues as required.
• Assist the General Services Manager in key areas as requested and, in particular in the development, implementation, co-ordination and evaluation of policies to provide the delivery of a high quality service.
• Provide specific support to the General Services Manager
• Assist in Major and Internal Emergency Planning and Management.
• Assist in the implementation of HIQA Infection Prevention & Control Standards and Audits. This will involve working closely with the Infection Prevention and Control Department to ensure a quality service.
• Assist in a whole hospital response in the management of any communicable disease outbreak.
• Act as Project Manager on any initiatives as identified or delegated.
• Chair various committees or groups within Louth Hospitals relevant to his/her area of responsibility and as required by the General Services Manager. These currently include the following cross site Groups/Committees:
  • Healthcare Records Governance Group
  • Hygiene Services Steering Committee
  • Environmental Monitoring Steering Group
  • Medical Devices Equipment Management Committee
• Act as representative on various other Groups and Committees such as:
  • Decontamination Committee
  • Infection Prevention and Control Steering Committee
  • Arts Committee
  • Standing Committee on End of Life
  • Theatre Users Committee
• Assist the General Services Manager, as required, in the development and implementation of estimates, an annual service plan, business plans and project proposals, including the identification of priorities, and performance indicators across all departments and functions relevant to role and responsibility.
• Keep the General Services Manager advised of all matters relating to impacts or challenges to effective patient care and the provision of quality operational services.
• Participate in the evaluation of and recommend the procurement of specific technology or ICT systems. Assist where necessary in the implementation and deployment of such ICT systems to enable greater efficiency.
• Assist in the annual collation of the Minor Capital Equipping Submission to the National Office and direct all Wards and Departments appropriately to gather the required information.
• Ensure that the allocation for Louth Hospitals are processed in a timely manner to ensure the effective management of the allocated resource. This will involve liaison with National Procurement Leads, Local Purchasing Officer, Clinical Engineering and Departmental Heads.
• Provide timely responses to Parliamentary Questions, Media Queries or Freedom of Information Requests as required by the Office of the Group General Manager or Quality and Risk Department.
• Demonstrate pro-active commitment to all communications with internal and external stakeholders

Human Resources Management:

• Work closely with the Human Resource Department regarding industrial relations and human resource issues concerning Departments under their remit and which affects hospital service delivery.
• Participate in Joint Management Union Fora, Labour Relations Conciliation Meetings and Labour Court Meetings where there are issues requiring direct involvement of the Service Manager.
• Implement HSE Policies such as Attendance Management, Grievance and Disciplinary Processes etc.

Maintenance and Technical Services

• Liaising with the Maintenance and Technical Services Team in relation to issues which are impacting on the safe and effective management and delivery of services in departments under their remit.

Change Management:

• Oversee change management processes related to his/her area of responsibility as dictated by the implementation of the HSE strategy documents and as set out in service plans. In this regard he/she will work closely with the service managers and the relevant HR Managers if required.
• Collaborate with colleagues in other RCSI hospitals, other acute settings or the Community to develop service improvements.
• Perform such other duties in respect of an evolving health system as may be assigned to him/her from time to time by the General Services Manager in respect of the above.

Health and Safety:

• Support the General Services Manager in the implementation of all compliance measures related to Health and Safety legislation and ensuring a safe system of work. Specifically he/she will contribute annually or as required of the following:
  • Hospital Safety Statement
  • Annual Departmental Risk Assessments
  • Internal or Inter-Departmental Audits

Risk Management:

• Work with the Quality and Risk Management Department to ensure operational support is in place to minimise risk and implement corrective actions required as a result of all risk assessments, case reviews and root cause analyses.
• Be responsible for the provision of timely response and resolution to non clinical complaints in line with the RCSI complaints policy.
• Respond to the findings of specific statutory inspections such as those undertaken by the Environmental Health Officer. In this regard a working knowledge of the legislative responsibilities pertaining to the role is required.
• Ensure that the results of any audits, either internal or external affecting their area of responsibility are acted upon and where possible the issues identified are managed or closed out through robust Quality Improvement Plans and Risk Register Systems.

General:

• Implementation of all protocols concerning the ID Access System and integrated parking technology. This is inclusive of the overall management of parking facilities on the Hospital Campus. The robust management of these systems are essential to ensuring a safe environment for staff, patients and the general public.
• Oversee the planning, organisation and delivery of a range of annual hospital events including: Commemorative Services, Staff Functions, Research and Awards Events.
• To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
• Ensure that where possible, sustainable energy and re-cycling initiatives are promoted to enable a reduced carbon footprint for the Organisation, reduction in energy costs and increased awareness among staff of creating a greener environment. In this regard it will be to work closely with the Maintenance and Technical Services team and Office of Public Works.
• Assist in the management of the legal and operational arrangements associated with the use of properties currently rented for accommodation use by the Hospital, this includes: preparing submissions to HSE Property Committee, Lease Renewal and Processing of Rent and Utility Payments.
• Ensure that hospital vehicles are managed appropriately to ensure the safety and welfare of staff and in the interests of service delivery continuity. This is inclusive of managing service and repairs, annual vehicle testing and processing of tax and insurance.
• Ensure compliance with the National Financial Regulations, SAP Financials Processing Functions and Prompt Payments Act in respect of any financial action undertaken on behalf of the Organisation.
• Assist the General Services Manager with the function of the Procurement Committee for Louth Hospitals.
• Participate in regular Hygiene Audits as part of the Hygiene Spot Audit Team.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Candidates must on the closing date:

• Significant operational experience working at a senior level in a healthcare or other large complex environment as relevant to this role.
• Experience of facilitating change management projects with proven successful outcomes
• Experience of managing staff
• Significant experience of successful service/business planning
• Experience of managing and working collaboratively with internal and external stakeholders as relevant to this role
• The requisite knowledge and ability (including a high standard of suitability and management ability) for the proper discharge of the duties of the office.

Desirable:

• A relevant professional / 3rd level qualification

Age

Age restrictions shall only apply to a candidate where he/ she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

Other requirements specific to the post:

Demonstrate depth and breadth of experience as is relevant to the post.

Access to appropriate transport to fulfil the requirements of the role, as this post will require travel between various sites.

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Note¹: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.  Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.  The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

Professional Knowledge & Experience

Demonstrate:

• Knowledge of hospital non-clinical and business processes with a strong emphasis on capacity management, cost efficiency and effectiveness and lean processing.
• Knowledge of relevant legislation, Health & Safety, Freedom of Information, Data protection, employment legislation.
• Strong working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role
• Strong working knowledge of quality and safety systems as they apply to a healthcare setting.
• An understanding of emergency and contingency planning.
• Excellent MS Office skills to include Word, Excel and PowerPoint

Team and Leadership Skills including Working with and Through Others

Demonstrate:

• Effective leadership in a challenging and busy environment including a track record of innovation / improvements
• Ability to support, supervise, develop and empower staff in changing work practises in a challenging environment within existing resources
• Champions measurement on delivery of results and is willing to take personal responsibility to initiate activities and drive objectives through to a conclusion.
• Ability to work with multi-disciplinary team members and stakeholders to facilitate high performance, developing and achieving clear and realistic objectives
• Flexibility and adaptability to meet the requirements of the role
• Ability to influence and negotiate effectively in furthering the objectives of the role
• An aptitude for strategic thinking, coupled with leadership skills and the ability to motivate and lead specialist professionals

Operational Excellence – Managing and Delivering Results

Demonstrate:

• Have a clear focus on operational performance, results and an understanding of the performance systems needed to manage in a large complex organisation
• Evidence of effective planning and organising skills including awareness of resource management and importance of value for money
• Evidence of effective project planning and organisational skills including an awareness of resource management and the importance of value for money
• Places strong emphasis on achieving high standards of excellence
• The ability to improve efficiency within the working environment ability and the ability to evolve and adapt to a rapid changing environment
• Evidence of being a positive agent of change and performance improvement
• Evidence of  implementing  cost containment and  expenditure management

Evaluating Information, Problem Solving & Decision Making

Demonstrate:

• The ability to quickly grasp and understand complex issues and the impact on service delivery
• Excellent analytical skills to enable analysis, interpretation of data and data extraction from multiple data sources
• Considers the impact of decisions before taking action
• The ability to consider the range of options available, involve other parties at the appropriate time and level, to make balanced and timely decisions
• A capacity to develop new proposals and put forward solutions to address problems in a timely manner

Building and Maintaining Relationships – Communication

Demonstrate:

• The capacity to lead, organise and motivate staff to function effectively
• Excellent interpersonal and communications skills to facilitate working with a wide range of stakeholders
• The ability to present information in a confident, logical and convincing manner
• Strong written communications skills
• The ability to interact in a professional manner with staff and other key stakeholders
• Excellent people skills and the ability to achieve “buy-in” from major stakeholders

Personal Commitment and Motivation

• Is personally committed and motivated for the complex role of Deputy General Services Manager
• Be capable of coping with competing demands without a diminution in performance
• Demonstrate a core belief in and passion for the sustainable delivery of high quality service-user focused services