Technical Assistant
South African National Blood Service
Date: 3 weeks ago
City: Roodepoort, Gauteng
Contract type: Full time
Job Description
KEY PERFORMANCE AREAS (KPAS)
KPA 1: Coordinate and manage the Medical Director office and related business
KPI
1.1. Determine annual schedule and workplans of the various divisional meetings and agree these with the Medical Director and relevant stakeholders.
1.2. Coordinate meetings including all logistical arrangements; collation of reports and obtaining necessary information to compile agendas and ensure timely distribution.
1.3. Manage meeting minutes and action items by compiling accurate, proofread minutes not later than 10 working days after each meeting adhering to Quality standards with regards to format, layout, record keeping and timely distribution.
1.4. Manage, as appropriate, all correspondence arising from meetings and general activities within the Medical Director’s office.
1.5. Drive delivery on agreed to actions and activities with in sphere of responsibilities to ensure communication and correspondence progress correctly through the various channels within agreed timeframes.
1.6. Manage and coordinate all functions in the offices of the Medical Director and ensure the office run smoothly.
1.7. Arrange and coordinate all aspects of local and international travel and accommodation for the Medical Director and various areas within the Medical Division, including the Blood Safety.
Committee (BSC) and Human Research Ethics Committee (HREC) and in accordance with the relevant travel policies and procedures within SANBS.
1.8. Develop and implement procedures and systems to achieve productive and efficient office operation by planning and organising activities according to agreed priorities.
1.9. Actively manage relationship between the office of the Medical Director and internal and external stakeholders at all levels and ensure that correct channels of communication are adhered to.
1.10. Manage all aspects of procurement and sourcing for the office of the Medical Director and related business areas within the Medical Division.
1.11. Perform trend analysis on budget and expenses for specified projects and operational activities to identify any areas of risk or variance for the attention of the Medical Director.
1.12. Participate in regular two-way communication with line-manager and team to ensure effective execution of objectives.
KPA 2: Governance, Risk and Compliance to relevant legislation, regulations, standards, policies, procedures and protocols
KPI
2.1. Maintain the strictest confidentiality in all aspects of the office of the Medical Director.
2.2. Create and maintain a logical, traceable and quality controlled filing system of all relevant and information/documentation.
2.3. Ensure security and confidentiality of all documents and filing procedures.
2.4. Coordinate activities related to corporate and clinical governance, risk and compliance across the Medical Division as well as with relevant internal and external stakeholders as required.
2.5. Coordinate the Blood Safety Committee, HREC and related committees to ensure timely planning of events and delivery of the SANBS mandate and strategy.
2.6. Coordinate with relevant stakeholders to ensure delivery of relevant governance, risk and compliance requirements, such as but not limited to, Clinical Governance Medical Director and Quality/IPC reports and Medico-Legal reports.
2.7. Oversee and ensure the management of all relevant Quality documents as per SANBS policies and procedures.
2.8. Identify and monitor risks through interaction (direct and indirect) with internal and external stakeholders and implement plans to mitigate and reduce risks with guidance and assistance from the Medical Director.
2.9. Identify quality failures and actively assist internal and external stakeholders with quality improvement initiatives with assistance and guidance of the Medical Director.
2.10. Timeously attend to any quality notifications as required.
2.11. Identify and highlight any potential medico-legal risks.
KPA 3: Improving internal processes
KPI
3.1. Coordinate internal and where applicable external stakeholders to ensure efficient and effective execution of activities within the Medical Division.
3.2. Develop and ensure adequate, effective monitoring systems to drive the efficient and effective execution of activities within the Medical Division.
3.3. Monitor and analyse data and trends as required and agreed to with the Medical Director.
3.4. Assist with projects by performing administrative related duties, ensuring the timeous reimbursement of vendors, checking and processing invoices as well as monitoring expenditure and reporting all relevant information to the Medical Director as maybe required.
3.5. Provide general administrative support to senior medical employees by performing miscellaneous and routine tasks and other job related duties when required so as to facilitate efficient running of the division.
KPA 4: Customer/Stakeholder relationship building
KPI
4.1. Collaborate with other divisions in SANBS as required to synergise integrated outcomes in all matters related to the office of the Medical Director.
4.2. Liaise with, and provide feedback to internal and external stakeholders regularly, to ensure SANBS strategies are effectively operationalized/implemented.
4.3. Ensure timely assistance with queries, concerns or complaints from external or internal stakeholders.
4.4. Actively work towards aligning the SANBS vision and strategic objectives with the expectations of its stakeholders/stakeholder groups.
KPA 5: Aligned people management
KPI
5.1. Ensure regular two-way communication with the Medical team to ensure synergy and cooperation with the Division and the rest of SANBS.
5.2. Participate in performance management in an ongoing basis through participation in coaching, mentoring and input into reviews.
5.3. Track & encourage individual development by identifying learning and development needs and facilitate attendance of relevant programs.
5.4. Participate in own performance management discussions with line manager and participate in coaching, mentoring or development strategies.
5.5. Attend meetings and training sessions as required, to remain informed of current field-related developments to promote knowledge sharing.
5.6. Maintain a personal development plan to stay abreast and knowledgeable with local and international best practice within scope of the role.
Competencies
Personal
Education
KEY PERFORMANCE AREAS (KPAS)
KPA 1: Coordinate and manage the Medical Director office and related business
KPI
1.1. Determine annual schedule and workplans of the various divisional meetings and agree these with the Medical Director and relevant stakeholders.
1.2. Coordinate meetings including all logistical arrangements; collation of reports and obtaining necessary information to compile agendas and ensure timely distribution.
1.3. Manage meeting minutes and action items by compiling accurate, proofread minutes not later than 10 working days after each meeting adhering to Quality standards with regards to format, layout, record keeping and timely distribution.
1.4. Manage, as appropriate, all correspondence arising from meetings and general activities within the Medical Director’s office.
1.5. Drive delivery on agreed to actions and activities with in sphere of responsibilities to ensure communication and correspondence progress correctly through the various channels within agreed timeframes.
1.6. Manage and coordinate all functions in the offices of the Medical Director and ensure the office run smoothly.
1.7. Arrange and coordinate all aspects of local and international travel and accommodation for the Medical Director and various areas within the Medical Division, including the Blood Safety.
Committee (BSC) and Human Research Ethics Committee (HREC) and in accordance with the relevant travel policies and procedures within SANBS.
1.8. Develop and implement procedures and systems to achieve productive and efficient office operation by planning and organising activities according to agreed priorities.
1.9. Actively manage relationship between the office of the Medical Director and internal and external stakeholders at all levels and ensure that correct channels of communication are adhered to.
1.10. Manage all aspects of procurement and sourcing for the office of the Medical Director and related business areas within the Medical Division.
1.11. Perform trend analysis on budget and expenses for specified projects and operational activities to identify any areas of risk or variance for the attention of the Medical Director.
1.12. Participate in regular two-way communication with line-manager and team to ensure effective execution of objectives.
KPA 2: Governance, Risk and Compliance to relevant legislation, regulations, standards, policies, procedures and protocols
KPI
2.1. Maintain the strictest confidentiality in all aspects of the office of the Medical Director.
2.2. Create and maintain a logical, traceable and quality controlled filing system of all relevant and information/documentation.
2.3. Ensure security and confidentiality of all documents and filing procedures.
2.4. Coordinate activities related to corporate and clinical governance, risk and compliance across the Medical Division as well as with relevant internal and external stakeholders as required.
2.5. Coordinate the Blood Safety Committee, HREC and related committees to ensure timely planning of events and delivery of the SANBS mandate and strategy.
2.6. Coordinate with relevant stakeholders to ensure delivery of relevant governance, risk and compliance requirements, such as but not limited to, Clinical Governance Medical Director and Quality/IPC reports and Medico-Legal reports.
2.7. Oversee and ensure the management of all relevant Quality documents as per SANBS policies and procedures.
2.8. Identify and monitor risks through interaction (direct and indirect) with internal and external stakeholders and implement plans to mitigate and reduce risks with guidance and assistance from the Medical Director.
2.9. Identify quality failures and actively assist internal and external stakeholders with quality improvement initiatives with assistance and guidance of the Medical Director.
2.10. Timeously attend to any quality notifications as required.
2.11. Identify and highlight any potential medico-legal risks.
KPA 3: Improving internal processes
KPI
3.1. Coordinate internal and where applicable external stakeholders to ensure efficient and effective execution of activities within the Medical Division.
3.2. Develop and ensure adequate, effective monitoring systems to drive the efficient and effective execution of activities within the Medical Division.
3.3. Monitor and analyse data and trends as required and agreed to with the Medical Director.
3.4. Assist with projects by performing administrative related duties, ensuring the timeous reimbursement of vendors, checking and processing invoices as well as monitoring expenditure and reporting all relevant information to the Medical Director as maybe required.
3.5. Provide general administrative support to senior medical employees by performing miscellaneous and routine tasks and other job related duties when required so as to facilitate efficient running of the division.
KPA 4: Customer/Stakeholder relationship building
KPI
4.1. Collaborate with other divisions in SANBS as required to synergise integrated outcomes in all matters related to the office of the Medical Director.
4.2. Liaise with, and provide feedback to internal and external stakeholders regularly, to ensure SANBS strategies are effectively operationalized/implemented.
4.3. Ensure timely assistance with queries, concerns or complaints from external or internal stakeholders.
4.4. Actively work towards aligning the SANBS vision and strategic objectives with the expectations of its stakeholders/stakeholder groups.
KPA 5: Aligned people management
KPI
5.1. Ensure regular two-way communication with the Medical team to ensure synergy and cooperation with the Division and the rest of SANBS.
5.2. Participate in performance management in an ongoing basis through participation in coaching, mentoring and input into reviews.
5.3. Track & encourage individual development by identifying learning and development needs and facilitate attendance of relevant programs.
5.4. Participate in own performance management discussions with line manager and participate in coaching, mentoring or development strategies.
5.5. Attend meetings and training sessions as required, to remain informed of current field-related developments to promote knowledge sharing.
5.6. Maintain a personal development plan to stay abreast and knowledgeable with local and international best practice within scope of the role.
Competencies
Personal
- Service-Oriented
- Integrity
- Listening Skills
- Providing Feedback
- Devotion to Quality
- Planning
- Accuracy
- Overtime as and when required.
- Attend after hour functions and meetings as required.
- Travel and overnight stays as required.
- Drivers licence for code EB required.
- Position suitable for persons living with certain disabilities.
Education
- Medical Technologist/Technician or Professional/Enrolled Nurse or Related Healthcare Qualification.
- 3 Years post qualification experience.
- MS Office at advanced level.
- SAP.
- eProgessa/Meditech.
- Business Intelligence.
- Basic data analysis literacy.
- Previous administrative experience.
- Understanding of the National Health Act and related regulations as it pertains to transfusion medicine.
- Understanding of Corporate and Clinical Governance.
- Strong leadership skills.
- Excellent communication – written and spoken word.
- Coordination and planning skills.
- Exceptional attention to detail.
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