Introduction

This position will be responsible for the execution of operational and quality management functions associated with all Therapeutic Apheresis (TA) procedures. The incumbent will also be expected to:

• Serve as the first line report for the TSs and report to the STS Manager.
• Ensure operational and quality management appropriate to services, including oversight of procedures, clinical, inventory and asset management required for the completion of patient procedures.
• Complete routine operational reports for the STS Manager.
• Participate in routine STS department & management meetings.
• Support the completion of quality reports for STS department.
• Support the completion of TS ISCs & IDPs.
• Support innovation in work process development (including but not limited to digitalization of STS).
• Liaise with key internal and external stakeholders in the completion of patient procedures.
• Log, investigate do root cause and corrective action of Notifications.
• Responsible for the implementation, management and maintenance of a quality systems in STS.
• Provide technical expertise to the Lead Consultant, STS Medical Manager and STS Manager in all aspects of clinical apheresis.

Job description

KEY PERFORMANCE AREAS (KPAS)

KPA 1: Clinical and procedural management of Patients and Donors
KPI
In Collaboration with the Lead Consultant, STS Medical Manager and STS Manager the Therapeutic Team Supervisor will be responsible for the day-to-day operational management of the Therapeutic Apheresis team:

• Allocate staff, equipment and consumables to ensure maximum operational functionality
• Assist in pre-procedure optimisation of patients prior to therapeutic procedure.
• Co-ordinate daily patient briefing.
• Communicate with internal and external stakeholders in preparation and completion of procedures.
• Intra-procedural review with TSs and liaise with relevant service providers for support.
• Perform clinical apheresis procedures when required.
• Coordinate out of zone procedures and logistics around it.
• Ensuring that correct records for all TPE and HPC-A procedures are available and correctly completed.

KPA 2: Accomplish financial objectives
KPI

• Provide input into the development of the department budget.
• Management of assets and equipment in STS according to SANBS finance policies and SOP.
• Cost effective management of stock and equipment.
• Creating procurement shopping carts for approval as required for non-stock items.
• Creation of critical material stock items as required by the STS team.
• Participate in STS Management Meetings.
• Provide reporting as required by STS Manager.

KPA 3: Professional development of TSs and people management
KPI

• Develop and conduct live, distance learning and electronic learning platforms in co-operation with learning and development.
• Facilitate annual competence review.
• Facilitate professional communication courses for medical purposes for all direct reports.
• Conduct performance management and monitor performance on on-going basis through mentoring, coaching, and reviews and take appropriate steps to correct problems.
• Track and encourage individual development by identifying learning and development needs & facilitate attendance of relevant programs.
• Deal with grievances, conflict and disciplinary issues and take appropriate actions in accordance with SANBS Policy.
• Ensure regular two-way communication with staff matters such as strategy, values, team building, SP’s, policy changes.
• Manage and track staff time-keeping, absenteeism trends, overtime worked and leave to ensure adherence to HR policy.
• Ensure the completion of on-going vocational technical training as per Individual Development plans.
• Conduct scheduled meetings with direct reports.

KPA 4: Quality Management
KPI
In collaboration with the STS Manager and STS Quality Manager:

• Ensure that the TSs are using the current and correct documentation.
• Ensure that all current and approved documentation are up to date and completed correctly.
• Ensure that employees’ personal files and training records are up to date.
• Ensure that all documentation is stored and archived according to SANBS procedures.
• Shall be responsible for all Standard Operating Procedures (SOP), technical procedures, performance of the collection procedure, supervision of TSs, administrative operations and the Quality Management Programs, including compliance with the JACIE Standards and Applicable Law.
• Shall be responsible for ensuring all validations & verification protocols and reports are completed timeously and accurately.
• Ensure compliance with the JACIE Quality Management Systems and the SANBS Quality Management System.
• Shall have authority over and responsibility for ensuring that the Quality Management Program is effectively established and maintained.
• Shall maintain a detailed list of all controlled documents, including title and identifier.
• Shall be responsible for development and completion of outstanding SOPs in the provision of Cellular Therapy & Therapeutic Apheresis Services in relation to international benchmark in collaboration with the STS Quality Manager.
• Shall strive to remain well informed of current developments to promote knowledge sharing as well
• as to ensure acquisition of required CEU points for CPD according to SANC requirements and IPA specifications.
• Shall ensure that the quality assurance documentation and systems are regularly updated to ensure compliance to JACIE Standards.
• Schedule and conduct GAP analyses with the STS team for remediation of challenges identified.
• Develop Quality Training Programs with regard to JACIE Accreditation.
• Assisting with STS quality report.
• Plan, manage and execute scheduled and additional audits as and when required.
• Provide feedback and agreement on audit findings, non-compliance, potential risks identified to auditees.
• Conduct preventative and proactive risk assessments, including development of risk assessment action plans. Work with other assurance providers and transfer knowledge to other providers if needed.
• Effectively participate in continuous improvement practices through the on-going review of process analysis in all work areas and contribution to corrective and preventive action monitoring.
• Ensure training is carried out effectively within the STS Department.
• Write CPD articles and participate in Learning Cafes for educational and growth purposes.
• Identify and assess trends in non-compliances, corrective actions, implemented and effectiveness of corrective actions.
• Develop training modules in adherence to quality stem for all STS members in collaboration with the STS Quality Manager.

KPA 5: Customer and Stakeholder relationship building
KPI

• Attend regular scheduled meetings in collaboration with STS management with internal and external stakeholder as required.
• Support the development and implementation of work flow improvements (including but not limited to the digitalization project).
• Support observation and certification of new and existing employees on all apheresis procedures.
• Contribute and actively participate in internal and external audits.
• Contribute to safety, health, environmental assessment applicable to the therapeutic apheresis processes.
• Recommend modifications to the critical supplies list and technology inventory based on notification trends internally & externally and best practice.
• Manage and track customer complaints/queries and ensure resolution within agreed timeframes.
• Build and maintain collaborative relationships with key stakeholders internally and externally.
• Attend clinical facility quality meetings were applicable.

Cognitive

• Analytical Thinking and Attention to Detail
• Effective Judgement and Decision Making
• Innovative Thinking
• Problem Solving Skills
• Planning, Organising and Monitoring
• Holistic/Big Picture Thinking

Personal

• Excellence Orientation
• Drive and believe in the Cause
• Ethical Behaviour
• Resilience and Stress Management
• Self-Management
• Adaptability

Interpersonal

• Customer Service Orientation
• Teamwork
• Good Communication Skills
• Conflict Management
• Engage Diversity
• Knowledge Sharing
• Relationship Building

Prof. technical

• Systems Competence
• Technical and Professional Competence
• SAP/Meditech & Bartender Skills
• QA/Audit
• Best Practice Thinking
• Legislative Literacy
• Computer Literacy

Leadership

• Project Management
• Motivating People
• Participative leadership

Minimum requirements

Education

• Current Registration with South African Nursing Council (SANC) as a Professional Nurse.

Experience and knowledge requirements

• 2 years of postgraduate training and experience in cellular therapy product collection procedures.
• 2 years in Apheresis services.
• Shall have performed or supervised a minimum of five cellular therapy product apheresis collection procedures in the twelve months preceding initial accreditation and a minimum average of five cellular therapy product  apheresis collection procedures per year within each accreditation cycle.

Other (knowledge and skills), 

• Shall participate in a minimum of ten hours of educational activities related to TA & cellular therapy annually.
• Continuing education shall include but is not limited to activities related to the field of HPC-A transplantation and other cellular therapies.
• SAP DMS would be an advantage.
• MS Word and Excel intermediate level.
• Driver’s license – Code 8.
• JACIE Knowledge.

Special Circumstances

• National and international travel as required.
• Telephonic support for procedures as necessary.
• Driver’s license.
• After hours and weekend logistics service provision and supervision.
• Support for therapeutic apheresis procedures performed by TSs and L&D practitioners assisting in STS.