Professional Specialist Officer



Last updated:14/05/21JOB DESCRIPTIONPost title:Clinic Support ManagerAcademic Unit/Service:Auditory Implant ServiceFaculty:Faculty of Engineering and Physical SciencesCareer Pathway:Management, Specialist and Administrative (MSA)Level:4Posts responsible to:Associate Director of AIS – Level 6Responsible for:Senior Administrator Level 3Post base:Office-based (see job hazard analysis)Job purposeTo oversee the efficient and effective running of the clinic ensuring resources including patient and clinic equipment are in placeTo work with specialist clinical staff to ensure the clinic equipment is up to date and maintained to fulfil contractual requirements with NHSTo act as an Area Health and Safety Office to ensure that the clinic area H&S Risk Assessments and Infection Prevention Controls are in place.To work with Senior Managers overseeing processes relating to the introduction of new auditory implant product lines Key accountabilities/primary responsibilities% TimeTo chair USAIS Stock and Equipment group and be responsible for leading short and medium-term projects related to clinic and patient equipment including scoping of the product and assisting with planned changes to the clinic area; developing and designing policies, procedures and operationalization of processes relating to purchase of patient and clinic equipment and delivery of services and repairs.20%Act as the Area Health and Safety Officer for USAIS, ensuring that risk assessments are in place and current and to ensure that Safety Notice Boards are up to date. To approve on-line risk assessments and ensure good practice and regular audits of Infection Prevention Control 20%To carry out detailed assessment, audits and analysis of issues and problems relating to the purchase, storage, shipping and security of high value stock items using specialist knowledge to identify and recommend appropriate solutions.15%To be responsible for provision of specialist advice to aid management with strategic planning relating to the procurement and storage of high cost equipment and in conjunction with the USAIS Business Manager to participate in the negotiation of price, quantity and lead time with the implant manufacturers and NHS Supply Chain. 10%To oversee the purchase of patient equipment to a value of up to ?4 million per annum, and be designated budget-holder for this purpose. To ensure the purchase of sufficient quantities of patient devices and consumables to be available for surgeries and clinics whilst ensuring that the value of the stock on hand is kept to the minimum. To regularly audit the stock.10%To work with and deputise for the Administration Team Manager to ensure the smooth running of the administration team and specifically the reception area, patient hotline and the repairs service. Oversee arrangements for repairs service during University Closures including risk assessments and Liaison with other university departments re communications and Health and Safety10%To deliver briefings and presentations on customer service and patient equipment related issues to staff and suppliers 5 %To attend internal meetings and meetings with specialist manufactures and suppliers to ensure that departmental issues are appropriately represented and reported.5 %Any other duties as allocated by the line manager following consultation with the post holder.5%Internal and external relationshipsMembers of the Auditory Implant ServiceMembers of the FEPSUniversity staff including Telecoms, Post and Portering, Health and Safety, Finance and ProcurementHospitals and Operating Theatre StaffAuditory Implant Users, Parents and SchoolsSpecialist suppliers Relevant external contactsSpecial RequirementsDetailed understanding of specialised products High level of understanding of a bespoke specialist database for patient equipmentPERSON SPECIFICATIONCriteriaEssentialDesirableHow to be assessedQualifications, knowledge and experienceSkill level equivalent to achievement of HND, Degree, NVQ4 or basic professional qualification in administration and/or financeProven experience of planning and progressing work activities within broad professional guidelines and/or broad organisational policy.Experience of using Microsoft OfficeKnowledge of Procurement Experience of managing a budgetExperience of working in a clinical environmentExperience of conducting risk assessments/health and safety auditsPlanning and organisingAble to seek opportunities to progress a broad range of activities within professional guidelines and in support of University policy.Ability to organise own workload and plan the workload of others providing customer service and repairs.Experience of successful project management.Problem solving and initiativeAble to develop understanding of long-standing and complex problems and to apply professional knowledge and experience to solve them.Management and teamworkAble to proactively work with colleagues in other work areas to achieve outcomes.Able to delegate effectively, understanding the strengths and weaknesses of team members; coaching/training and motivating staff to build effective teamwork.Able to formulate development plans for own staff to meet required skills.Experience of successfully managing and developing municating and influencingAble to elicit information to identify specific customer needs.Able to provide accurate and timely specialist guidance on complex issues.Able to use influencing and negotiating skills to develop understanding and gain co-operation. Able to effectively communicate changing priorities and service expectations amongst the support team.Clear communication particularly when dealing with elderly or deaf patientsOther skills and behavioursProactive in promoting a working environment that is inclusive and engaging; recognising the value diversity brings.NEBOSH / IOSHJOB HAZARD ANALYSISIs this an office-based post?? YesIf this post is an office-based job with routine office hazards (eg: use of VDU), no further information needs to be supplied. Do not complete the section below.? NoIf this post is not office-based or has some hazards other than routine office (eg: more than use of VDU) please complete the analysis below.Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.## - HR will send a full PEHQ to all applicants for this position. Please note, if full health clearance is required for a role, this will apply to all individuals, including existing members of staff.ENVIRONMENTAL EXPOSURESOccasionally (<30% of time)Frequently(30-60% of time)Constantly(> 60% of time)Outside work Extremes of temperature (eg: fridge/ furnace)## Potential for exposure to body fluids## Noise (greater than 80 dba - 8 hrs twa)## Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below:Frequent hand washing?Ionising radiation EQUIPMENT/TOOLS/MACHINES USED## Food handling ## Driving university vehicles(eg: car/van/LGV/PCV) ## Use of latex gloves (prohibited unless specific clinical necessity)## Vibrating tools (eg: strimmers, hammer drill, lawnmowers) PHYSICAL ABILITIESLoad manual handling?Repetitive crouching/kneeling/stooping?Repetitive pulling/pushingRepetitive lifting?Standing for prolonged periods?Repetitive climbing (ie: steps, stools, ladders, stairs)Fine motor grips (eg: pipetting)Gross motor gripsRepetitive reaching below shoulder height?Repetitive reaching at shoulder height?Repetitive reaching above shoulder height?PSYCHOSOCIAL ISSUESFace to face contact with public?Lone working## Shift work/night work/on call duties ................
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