Hawke s Bay District Health Board Position Profile / Terms & Conditions

Transcription

1 Hawke s Bay District Health Board Position Profile / Terms & Conditions Position holder (title) Reports to (title) Department / Service Purpose of the position Clinical Product Coordinator Procurement & Logistics Manager Procurement & Logistics / Finance To facilitate the clinical and commercial interface between Health Services, Finance, Procurement (local and national) and Supply Chain to provide the focus and coordination for selection, evaluation, and introduction of all new (clinical) products and/or equipment, and those existing products with significant changes to specifications. To support a process with a view to maximise opportunities for rationalisation, waste reduction, and ultimately, standardisation of the range of products available for use. To deliver of organisational KPI s including relevant MOH target, financial budgets and service plans. To recognise and support the delivery of the Hawke s Bay Health sector vision Working Relationships Internal Members of HBDHB Product Evaluation Committee (PEC) Service/Clinical Managers Biomedical Engineering Infection Control Health and Safety Supply Chain Team Finance Team All clinical areas of HBDHB External Suppliers of Goods and Services to Hawke s Bay District Health Board (HBDHB) Product Evaluators Healthcare New Zealand (PEHNZ) Ministry of Health Syndicated Procurement Groups All other DHB customers healthalliance National Procurement Service Medsafe Medical Industry Association NZ (MIANZ) Dimensions Expenditure & budget / forecast for which accountable Challenges & Problem solving Number of staff reports Delegations & Decision nil Clinical engagement for all product trials and evaluations. Evaluating national initiatives against HBDHB clinical preference. Engagement with healthalliance and other procurement providers nil As approved by the Manager and/or the Product Evaluation Committee (PEC).

2 Key Accountabilities Clinical Evaluation Management and Co-ordination Facilitate the linkage between clinical and commercial functions to ensure appropriate interaction Provide clinical advice, guidance to members of Product Evaluation Committee (PEC) and customers on all aspects of clinical product selection Working with healthalliance and the PEC to devise and execute a reliable service delivery model for review of all clinical products in use by the HBDHB with a view to reducing the range of products in use Where appropriate, and after suitable consultation, produce a list of standard products preferred for use by HBDHB staff Working with healthalliance and other providers to actively drive appropriate rationalisation and standardisation initiatives within HBDHB Contribute to the development of project plans and their execution for HBDHB, particularly in relation to the CAPEX programme Lead and work collaboratively with all staff involved in the clinical capital process Identify and pursue opportunities for new/enhanced revenue and expenditure savings Provide a conduit into HBDHB for healthalliance regarding national and regional product evaluation Clinical and commercial (management) agreement for all evaluations and trials Provision of accurate information and advice to inform the decision making process Relationships with key stakeholders are managed and maintained List of preferred products used by HBDHB staff is produced Products are standardised where possible across the organisation Accurate and timely reporting Demonstrated adherence to the clinical capital process Demonstrated a balance between commercial reality with clinical opportunities by identifying and pursuing opportunities for new/enhanced revenue and expenditure savings

3 Co-ordinate Clinical Product Evaluations Working with healthalliance as appropriate, oversee and coordinate evaluations and trials of clinical products and report accordingly to stakeholders Ensure correct documentation and service manager approval is completed prior to product trials (including Product Data Sheets and Trial of Equipment Forms) Ensure request approval for all trials and evaluations of new products and/or equipment has been given by the PEC Check with healthalliance if other contracts for the product already exist and whether these contracts have privity Check that all HBDHB policies, legislation or regulatory requirements relating to new products and equipment have been complied with, for example: Electrical Safety, Hazardous Substances, Medical Equipment Maximise the use of results of evaluations from other organisations Provide support to areas that are evaluating products as required Identify cost saving opportunities and discuss with Manager Manage the local processes and documentation updates associated with changes to clinical products, including new product introduction, substitutions and recalls Product evaluations and trials are timely and completed with contestable evaluations Managers are aware of all cost implications and approval to proceed is obtained Demonstrated adherence to Product Evaluation Policy Risks are identified and communicated Compliance is met Identification of any quality issues Compare and discuss evaluations from other DHB s Assistance in coordinating all aspects of evaluations Annual cost savings to the organisation are identified and implemented Successful implementation of product changes Product Research and Reporting Working with healthalliance explore alternative products for use as and when required Follow up on identified product faults and report internally and to healthalliance Action product recalls and alerts, in accordance with the identified level of risk as per HBDHB guidelines Lessons learned from initiatives are documented and shared Provision of alternative products Action of product recalls and alerts, in accordance with the identified level of risk as per the Med Safe guidelines All trial results are appropriately recorded and made available within the DHB and to healthalliance Continuous Quality Improvement Minimise clinical and financial risk to HBDHB by ensuring products and evaluation trials meet the approved quality and safety standards Identify improvement opportunities and discuss with Manager and PEC Participate in and support the service s quality initiatives Provide product knowledge input into the review by healthalliance, of contracts for and suppliers of clinical products Risks are identified and communicated Improvement opportunities are communicated and documented Provision of resource and advice in national initiatives as agreed with Manager and PEC

4 Relationship Management To provide the first point of contact for suppliers representatives promoting clinical and related products to HBDHB Develop and maintain effective relationships within HBDHB and in particular with clinical teams to foster and encourage collaboration Develop and maintain effective relationships with other stakeholders external to HBDHB to optimise the outcomes and mitigate risk to procurement initiatives e.g. other Product evaluators, healthalliance National Procurement Maintain strong relationships across the supply chain to ensure and optimise and end to end approach to procurement activities Assist staff with queries relating to clinical product requirements Meet and greet company representatives Key stakeholders are engaged Regular communication and engagement with external stakeholders Supply Chain risks are mitigated Provision of product advice Regional and National Procurement Initiatives Contribute to regional and national procurement initiatives by providing resource and expertise As requested oversee and coordinate evaluations and trials of clinical products as part of national procurement and report back the results to the PEC and healthalliance National Procurement Ensure a contestable process is followed for all trial evaluations Provision of resource and advice in national initiatives as agreed with Manager and PEC All trial results are appropriately recorded and made available within the DHB and to healthalliance Product evaluations and trials are timely and completed with contestable evaluations Any Other Tasks Other duties as requested from time to time by the Manager in addition to, or as a result of changing circumstances, that contribute to achieving the purpose of this role Adhere to and observe all local and national policies, methodologies and practices Agreed as appropriate Evidence of compliance to policies OCCUPATIONAL HEALTH & SAFETY Displays commitment through actively supporting all health and safety initiatives. Ensures all staff/colleagues maintain adequate safety standards on the job through consultation, training and supervision. Ensures own and others safety at all times. Complies with policies, procedures and safe systems of work. Evidence of participation in health and safety activities. Demonstrated support of staff/colleagues to maintain safe systems of work. Evidence of compliance with relevant health and safety policies, procedures and event reporting. Reports all incidents/accidents, including near misses in a timely fashion. Is involved in health and safety through participation and consultation.

5 Key Competencies Team Work Ability to work as part of a high performance, balanced, and mutually supportive team within the wider team (HBDHB and healthalliance). Must have the ability to work co-operatively with individuals and other diverse, cross functional teams/departments in both healthalliance and other DHBs to achieve the goals of the HBDHB and the wider sector Participation in team and organisation initiatives Demonstrated effective enagegment accross the organisation and wider health sector Innovative Applies original thinking in approach to job responsibilities and to improve processes, methods, systems, or services Improvmenets are documented and communicated Focussed on results Provide the best service while demonstrating efficiencies & savings and providing support of the purchase of clinical products. Organisation meets defined targets within budget Steadfastly pushes self and others for results. Analysis The ability to analyse and manipulate information, draw conclusions, and implement effective solutions Produces accurate information in a timely manner Commercial Acumen Ability to balance commercial reality with clinical possibilities and opportunities Identify clinical opportunities that produce new/enhanced revenue and expenditure savings Time Management Uses his/her time effectively and efficiently; concentrates his/her efforts on the most important priorities Understands the value of time for themselves and others Can identify the need to and is able to reprioritise tasks when required. Identifies and achieves agreed objectives Communicates infromation in a clear and concise manner

6 Problem solving Good at figuring out the processes necessary to get things done; knows how to organise people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration; can simplify complex processes; gets more out of fewer resources. Identifies and implements solutions adhereing to HBDHB policies and processes Interpersonal Savvy Relates well to all kinds of people-up, down, and sideways, inside and outside the organization. Builds appropriate rapport; builds constructive and effective relationships Uses diplomacy and tact; can diffuse high-tension situations comfortably Operates in a professional manner Clear and effective communication Effective management of customers/situations. CUSTOMER SERVICE Open and responsive to customer needs. Demonstrate an understanding of continuous quality improvement. Demonstrated commitment to customer service and continuous quality improvement, through interaction with patient/clients and other customers. Identifies customer needs and offers ideas for quality improvement. ENGAGING EFFECTIVELY WITH MĀORI Demonstrates knowledge and understanding of local tikanga and Māori culture sufficiently to be able to respond appropriately to Māori Is visible, welcoming and accessible to Māori consumers and their whānau Actively engages in respectful relationships with Māori consumers and whānau and the Māori community Actively seeks ways to work with Māori consumers and whānau to maximise Māori experience Actively facilitates the participation of whānau in the care and support of their whānau member Accelerated health outcomes for Maori Evidence of positive feedback from Māori consumers and whānau, and colleagues Evidence of collaborative relationships with Māori whānau and community/organisations Evidence of whānau participation in the care and support of their whānau member HEALTH AND SAFETY STATEMENT Takes reasonable care of your own health and safety Ensures that your actions or omissions, do not adversely affect the health and safety of other persons Complies with reasonable instructions given by HBDHB Co-operates with health and safety policies or procedures

7 Essential and Desirable Criteria: Qualifications / Skills / Experience Essential Engaging Effectively with Māori Demonstrates the ability to engage effectively with Māori consumers (patients/families/whanau) Demonstrates ability to apply the Treaty of Waitangi within the Service Significant professional experience in a clinical setting, in a healthcare organisation Experience in the management of clinical products Experience (technical and behavioural) Business / Technical Skills (eg, computing, negotiating, leadership, project management) Desirable Qualifications (eg, tertiary, professional) Shows commitment to, and demonstrates the behaviours of the health sector: Tauwhiro (delivering high quality care to patients and consumers) Rāranga te tira (working together in partnership across the community) He kauanuanu (showing respect for each other, our staff, patients, and consumers) Ākina (continuously improving everything we do) Proficient in the use of the Microsoft office suite of products in particular MS Excel (advanced data manipulation) Word, databases and Outlook Strong communications skills, including report writing Excellent relationship management skills with a proven ability to build & maintain effective business relationships Relevant Tertiary qualification Understanding of the roles of Procurement, Supply Chain and Finance within the end to end procure to pay business process Proven facilitation and conflict resolution skills and experience Business / Technical Skills (eg, computing, negotiating, leadership, project management) Knowledge of budgeting and planning processes used within a healthcare organisation Experience with Project Management methodologies and experience in project delivery Knowledge and understanding of the principles of contractual obligations Recruitment Details Position Title Hours of Work Salary & Employment Agreement Coverage Clinical Product Coordinator Date January 2018 Monday to Friday, 8.30am 5pm 80 hours per fortnight As per the Individual Employment Agreement (IEA) negotiated with the appointee.