HR191 JOB DESCRIPTION

NOTES Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm This form serves as a template for the writing of job descriptions. A copy of this form should be kept on file in your office. For re-evaluations, this form must be sent to your relevant HR Advisor/Officer

POSITION DETAILSPosition Title (current title) Operations & Quality-Assurance Manager

Status of Post (tick) New Post X Re-evaluation

Job Grade (current grade) Payclass 11

Faculty (if applicable) Faculty of Health Sciences (UCT Core Facility)

Department Research Animal Facility (RAF)

Section (if applicable) RAF Offices

Date of Compilation 4 September 2013

FOR OFFICE USEPosition Title

Job Title

Date of Grading

Grading Result

ORGANOGRAM

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PURPOSE

The main purpose of this position is to oversee the management of all RAF operations; to design, manage, implement, monitor and refine the UCT-RAF’s formal Quality Management System, associated quality-assurance processes, systems and programmes; and to perform line-management of RAF staff, in order to optimise operations, meet defined quality standards and comply with ethical, legal, safety and operational requirements for conducting world-class research in a large and complex research animal facility.

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JOB CONTENT

Key Performance Areas (4 – 6)% of time

spentActivities / Objectives / Tasks Results / Outcomes Competencies

Operations management 20 Oversee the management of all RAF operations, in order to optimise operations and ensure compliance with all legislative, ethical, safety and operational requirements for conducting world-class research: Ensure that all aspects of the

management of the RAF complies with the RAF’s formal Quality Management System (QMS)

Oversee all aspects of the management of the RAF to ensure that it efficiently meets its functions of the breeding, acquisition, supply and maintenance of sufficient animals of an adequate standard for high quality research; the maintenance of appropriate facilities and infrastructure for the conduct of research and animal housing; and the provision of adequately trained staff to enable these functions

Formally report via minuted meetings or written reports on a regular basis to the RAF director on all aspects of operations, including analyses of operational trends, risks or problems identified

Chair weekly RAF operations meetings to efficiently communicate operational matters to staff and set appropriate rosters and schedules

All RAF operations are optimised and comply with legislative, ethical, safety and operational requirements

All aspects of RAF management comply with the requirements of the RAF’s QMS

The RAF meets its functions of the breeding, acquisition, supply and maintenance of sufficient animals of an adequate standard for high quality research; the maintenance of appropriate facilities and infrastructure for the conduct of research and animal housing; and the provision of adequately trained staff to enable these functions

The RAF director is regularly updated on all operational aspects, including operational trends, problems and risks

Operations meetings are efficiently chaired; operations run smoothly and staff understand their duties and schedules

Health and Safety

Strong leadership skills

Willingness to assume high responsibility and learn new skills

Knowledge of applicable legislative, ethical, safety and operational needs

Deep understanding of the RAF’s QMS

Detailed knowledge of and insight into all RAF operations

Ability to use initiative and make informed, independent decisions

Highly organised, methodical workflow

Disciplined work ethic and self-management

Professional report

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Ensure compliance with all relevant human Health and Safety requirements in all RAF Units, including the servicing of biosafety cabinets and autoclaves

Ensure that all consumable stocks are maintained at adequate levels to prevent any interruption to RAF operations, including animal food, bedding, lab consumables, disinfectants and chemicals, required equipment parts and other consumables

Ensure that all RAF assets are managed and maintained appropriately

Liaise with external companies, in conjunction with the RAF director and the line-managers of the various RAF Units, regarding the acquisition, manufacture, repair, maintenance and servicing of all RAF equipment and infrastructure

requirements are met for all operations in all RAF Units

All consumable stocks are maintained at adequate levels to prevent any interruption to efficient RAF operations

All RAF assets are managed and maintained appropriately

Liaison with external companies is efficient and meets the requirements of the RAF in terms of infrastructure and equipment needs

compilation Good

interpersonal and communication skills

Strategic planning

Understanding of health and safety requirements in all RAF facilities

Organised record-keeping of consumable stocks and ability to project usage

Responsible nature

Professional interaction with companies

People management 15 Line-manage RAF staff in relation to their responsibilities and activities to ensure that they render a service to the RAF of an appropriate standard and that they work within UCT and RAF policies and procedures: Have regular minuted meetings with

all line-managed staff, set action items and deadlines, and report on these regularly to the RAF director

Provide staff with clear direction in their jobs through individual/team objective-setting and effect

Line-managed staff render high-quality service of acceptable standard

All UCT and RAF policies met Regular minuted meetings

held with line-managed staff, staff meet deadlines, with regular reports to RAF director

Staff objectives are clearly set and met

Staff remain informed of relevant issues as pertains to

Organised work ethic

Strong leadership skills

Strong people management skills

Ability to collaborate with and lead a team, foster coopera-tion and build team spirit

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leadership in the attainment of these goals

Involve and collaborate with staff, keeping them informed of all relevant work-related issues

Set and review annual work objectives with line-managed staff for performance evaluation and personal and career development

Identify training and development needs of line-managed staff, support ways to meet these

Provide in-house on the job training for staff

Conduct performance appraisals; provide specific, constructive performance feedback to all line-managed staff at regular intervals; implement formal performance management if required

Line-manage staff in relation to leave, attendance, grievances, disciplinary matters and conflict resolution; perform HR-related administration for all line-managed staff, including new appointments, temporary or permanent

Ensure on-going training of staff to keep the facility at international standards

their work Training and development

needs of staff are identified and met

Effective staff leadership maintained

Appropriate performance evaluations performed on time for managed staff

Line-managed staff regularly informed of required performance improvements and inadequate performance addressed appropriately for all line-managed staff

Line-managed staff remain adequately trained in all aspects of their work

In-house training suitably implemented

Line-management of staff meets UCT HR policies and requirements

Efficient HR administration done

Ability to set goals, share information and encourage feedback

Ability to effect leadership in the attainment of goals

Strong interpersonal skills, ability to communicate clearly and persuasively

Handle staff issues sensibly and sensitively

Willingness to tutor/assist others

Insight into performance appraisal

Knowledge of HR procedures and PPS system

Quality-Assurance management

40 Manage, design, implement, maintain, monitor and continually refine the RAF’s formal Quality Management System (QMS): Prepare formal management and

quality policies in accordance with

The RAF’s QMS is efficiently managed, appropriately designed, implemented, maintained, monitored and refined

QMS management and

Willingness to assume high responsibility and learn new skills

Strong dedication to

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defined quality standards Manage, design, prepare and

validate controlled documents for all controlled processes and procedures, ensure that personnel understand the documents, and maintain an updated master register of all authorised document versions

Manage, establish, implement and refine an efficient electronic document control system, record control and data control systems

Manage, maintain and refine electronic and hard-copy data centre and archives

Manage, establish, implement and refine controlled Standard Operating Procedures, Data Capture processes, Registers, Maintenance and Service schedules for all RAF operations

Ensure that all RAF personnel are formally and adequately trained in all SOPs and processes, that competence of training if formally documented, that staff remain competent in all controlled processes and procedures by reassessment of competence, with detailed records maintained

Manage and ensure appropriate maintenance of all RAF facilities, infrastructure and equipment

Maintain a master register of all equipment maintenance, calibration and certification

Verify equipment maintenance

quality policies are professionally compiled and adequate to meet defined standards

All controlled process and procedures are clearly defined in controlled documents that are understandable by staff, and detailed records maintained of all authorised document versions

Electronic document, record and data control systems are comprehensive, accurate and fully functional

Electronic and hard-copy archives are complete and organised

Controlled documents including SOPs, Data Capture Sheets, Registers and Schedules for all operations are professionally established, verified, and refined to meet quality standards

All RAF personnel are adequately trained and competent in all SOPs and processes, competence is continually verified by training programmes with detailed, organised records of training

All RAF facilities,

high quality standards

Deep understanding of relevant quality standards and systems

Ability to use initiative and make informed, independent decisions

Highly organised, methodical workflow and meticulous attention to detail

Disciplined work ethic and self-management skills; ability to work unsupervised on own and in a team

Ability to prioritise, meet deadlines and to work under pressure

Ability to insightfully integrate divergent knowledge

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programmes Set up lists of suppliers and stock

validity and tracking systems (i.e. fit-for-purpose validation)

Document (on-going) all aspects of QMS implementation and improvement

Perform regular formal documented review of the QMS, its policies, systems and procedures and all associated controlled documentation

Set up formal quality-assurance processes; establish the RAF Quality-Assurance Unit

Coordinate external and internal audits of all RAF facilities, as well as associated reporting

Ensure that the QMS is correctly implemented and followed at all times and formally measure adherence thereto. Perform root cause analysis for all identified non-conformances, address non-conformances by adequate corrective and preventative action via line-management

Scheduled formal reporting to the RAF director on all aspects of the QMS and associated quality-assurance processes; analyse and interpret results; recommend improvements to the QMS

Manage formal accreditation and compliance processes according to defined quality standards

infrastructure and equipment are maintained appropriately to meet quality standards

All equipment maintenance, calibration and certification is detailed in updated registers, and verified to be adequate

Suppliers and stock, including consumables, are verified fit-for-purpose

All aspects of QMS implementation and improvement are formally documented and traceable

The QMS, its policies, systems and procedures are formally reviewed at defined intervals and records kept

Quality-assurance processes are adequate to confirm quality standards

The RAF Quality-Assurance Unit is effectively established and implemented

Required audits are professionally coordinated and reported on

QMS adherence is verified; all non-conformances adequately addressed

RAF director receives professional regular reports on all QMS aspects, with high-level analysis of results and successful refinements

Professional report and document compilation

Ability to assess compliance to quality standards, perform root cause analysis and implement corrective/ preventative action

Ability to reduce complex matters to simple principles and to communicate clearly

Willingness and ability to acquire a deep understanding and broad knowledge of animal research, ethics and welfare, related infrastructure, and all associated processes and procedures

Willingness to learn database

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implemented Standards are continuously

elevated and maintained to allow sustained high-quality research, teaching and ethics

Successful accreditation and/or compliance established and maintained

management Computer skills

(MS Word, Excel, internet)

Willingness to work overtime when the occasion demands

Management of systems and programmes

20 Manage, design, implement, maintain, monitor and continually refine RAF systems and programmes, in order to enable optimal operational functioning, in consultation with the RAF director and veterinarian: Access control and security systems

to prevent access to the RAF by any unauthorised personnel

Biocontainment and biosecurity systems, including animal and personnel flows between areas of differing microbiological status, and appropriate safety measures to prevent and control risks human health and safety

Appropriate separation between animals and animal products of different health-statuses

Quarantine systems for external-origin animals

Routine animal health-screening programmes and health-improvement programmes

Bespoke breeding programmes to curb over-breeding while meeting research demands

RAF systems and programmes are professionally and adequately managed

Unauthorised access to the RAF is prevented

Biocontainment and biosecurity measures are adequately maintained at all times, including safety measures to prevent and control human health and safety risks

Animal health statuses are maintained

Quarantine operations are successful in preventing the introduction of pathogens in to the RAF colonies

Health-screening and health-improvement programmes successful

Conform to required ethics standards; over-breeding prevented as far as possible while meeting research needs

Responsible nature

Ability to manage people and coordinate their activities

Insight into rodent breeding programmes, biosecurity measures, animal health-statuses, quarantine processes, health screening, reproductive biology, disinfection and sterilization processes

Broad knowledge of lab animal science, animal welfare, related equipment and infrastructure, processes and

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Embryo-transfer & cryopreservation programmes to clear infections in animals and freeze the embryos and gametes of animal strains not currently used in research

Disinfection and sterilisation systems Scheduled reporting to the RAF

director on all RAF programmes and systems: analyse results, identify risks and problems, design and implement appropriate changes in consultation with the RAF director

Embryo-transfer and cryopreservation programmes are successful in delivering rodents of high health quality and successful rederivation of strains

Disinfection and sterilization appropriately performed

RAF director receives professional regular reports on RAF programmes and systems, with high-level analysis of results, reporting of risks and problems, and recommendations for refinements to systems and programmes

procedures Highly organised

workflow Ability to

insightfully integrate divergent knowledge

High attention to detail

Good organisational skills

Professional report compilation and analysis ability

Other functions 5 Manage RAF budgets and track funds; ensure that client invoicing is performed correctly and professionally; ensure that purchase orders are correct and payments are processed timeously

Professional liaison with researchers Liaise and network with external

institutions, including research institutions and organisations, government departments, funding bodies, animal welfare organisations and ethical bodies.

Take over relevant aspects of RAF management functions when required

Remain up to date with international developments in laboratory animal science and related quality

Budgets managed professionally and accurately; invoices to clients correct and professional; purchase orders are correct and payments are processed timeously

Professional relationships established with researchers and external institutions

Management functions adequately met

Continuing education successful in remaining adequately up to date on aspects relating to the work performed

RAF research articles published in scientific

Understanding of finances and budgets

Attention to detail

Organised workflow

Professional work-ethic

Responsible nature

Good people skills

Professional liaison with stakeholders

Willingness to engage in continuing

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standards; engage in continuing education

Assist with the formal documentation of relevant RAF operational data into publishable format

Other responsibilities as determined by the RAF director, in line with the level of responsibility for the post and the experience of the manager

journals Functions performed at

appropriate standard and completed by deadlines

education activities

Dedication to quality

Able to meet deadlines

Attention to detail

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MINIMUM REQUIREMENTSMinimum Qualifications Undergraduate diploma or degree in an appropriate scientific

disciplineMinimum Experience Required

Training and understanding of quality assurance and quality control processes, including at least 3 years experience managing in an ISO or SANAS accredited or GLP compliant or comparable scientific facility

Experience in managing people: at least 5 years experience as well as an understanding of relevant labour legislation

Experienced in MS Word, Excel, PowerPoint Experience in managing budgets

Advantageous Good understanding of the principles, standards and ethics of animal

research Experience working in or conducting research in a research animal

facility or clinical animal facility, with evidence of good practice Experience in conducting biological research, including laboratory

work, literature reviews, study design, data analysis, publications, conference presentations and using referencing software

Knowledge of reproductive biotechnology (e.g. cryopreservation, embryo transfer, etc.)

Experience in creating and maintaining relational databases (e.g. MS Access, SQL)

Project management experience

AUTHORITYPRINT NAME SIGNATURE CONTACT NO. DATE

Compiled by

Approved byReviewed by

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