Group Laboratory Manager Job Specification & Terms and Conditions

Job Title and Grade Group Laboratory Manager (Grade Code 393X)

Campaign Reference HBS08958

Closing Date Wednesday, 12th August 2020 at 12 noon

Proposed Interview Due to the urgent requirement of this post interviews will take place as soon as possible Date (s) once the closing date has passed. This means that you may be called forward for interview at very short notice.

Taking up A start date will be indicated at job offer stage. Appointment Location of Post University Limerick Hospital Group

There is currently one permanent whole-time vacancy available in University Hospital Limerick.

A panel may be formed as a result of this campaign for University Limerick Hospital Group from which current and future, permanent and specified purpose vacancies of full or part- time duration may be filled.

Informal Enquiries Mary Donnellan O’Brien Email: [email protected] Tel: 061 – 482937

Details of Service UL Hospitals Group comprises six different hospital sites: • University Hospital Limerick (UHL) • University Maternity Hospital Limerick (UMHL) • • • Croom Orthopaedic Hospital • St. John’s Hospital (Voluntary)

The six sites collectively function as one single hospital system. We provide a range of emergency, surgical and medical services on an inpatient and outpatient basis to a population of over 473,000 people in the Mid-West. UL Hospitals Group provides a service to the people of Limerick, Clare and North Tipperary.

The group reports to the Acute Hospitals Division of the HSE and is governed by an interim Board of Directors, an Executive Management Team led by the CEO supported by five Directorates (Medicine, Peri-Operative, Child & Maternal Health, Diagnostics and Operational Services) who are accountable for the operation of services across the sites.

University Hospital Limerick is the Model 4 hospital for the region providing major surgery, cancer treatment and care, emergency department services as well as a range of other medical, diagnostic and therapy services. It is where all critical care services are located in addition to a 24/7/365 emergency department and it is a dedicated cancer centre.

Reporting The post holder will report to the General Manager or assigned manager on all matters Relationship (includes Line Management function) and for clinical matters to the Clinical Director Diagnostics Directorate

HBS08958 Group Laboratory Manager 1 Purpose of the Post The Group Laboratory Manager’s job is to co-ordinate, manage and provide clinical and scientific leadership for the pathology department in UL Hospitals Group; to be responsible for the day to day running of the department, scientific and allied staff; to have a strategic approach to the development of services and structures; to embrace continuous quality improvement and technological development and to manage the changes necessary to achieve organisational objectives. The Group Laboratory Manager is a key member of the Diagnostics Directorate Team and together with the Clinical Director will ensure that the laboratory services are provided to support the clinical needs of the patients, in a manner that is consistent with the mission, values and strategic plan of the Hospital.

Principal Duties and The person holding this post is required to support the principle that the care of the patient Responsibilities comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree.

Leadership and Accountability • Provide leadership which results in the delivery of an effective, efficient, quality assured and patient centred laboratory service. • Develop a shared sense of commitment and participation among staff in the planning and development of the service. • Keep the General Manager and Clinical Director appraised of all developments within the Laboratory and performs such additional duties as may be assigned from time to time by them or other designate.

Planning • Develop policies for the selection, introduction and development of information and other systems for co-ordination of data collection, communication and management. • Advise on scientific equipment selection, purchase, replacement or upgrading. • Participate in the preparation of annual service plans for the service and monitor and report on their implementation as required. • Co-ordinate the development of information and communications technology applications within Pathology and the Directorate • Ensure that staff make the most effective and efficient use of developments in information technology (IT) for both patient care and administrative support • Co-operate with regional and national IT Imperatives’ and projects for consolidation and standardisation of services • Participate in the preparation of annual service plans for the Hospital and Laboratory service, and monitor/report on their implementation, as required • Prepare reports on Laboratory and related activities and expenditure as requested by the General Manager or other designated officer. • Participate in and co-operate with any internal or external evaluation of the service.

Operations • To be responsible for ensuring the effective and efficient operational management of the Laboratory Service. • Develop, implement and evaluate operational policies, protocols and guidelines to maximise utilisation of resources and ensure systematic audit of usage of such resources. • Continuously review Laboratory Operational efficiencies, including suitable automation options

HBS08958 Group Laboratory Manager 2 • Develop collaborative planning and new focus of work organisation in conjunction with assigned staff and other professionals. • Contribute to the strategic and development planning of the wider organisation. • Liaise closely with internal and external service users to ensure effective and efficient utilisation of available resources.

Human Resource Management • Ensure effective processes exist and are adhered to for the recruitment, selection and appointment of staff. • Ensure the optimum and effective use of staff through efficient rostering, skill/grade mix planning, work load measurement and staff development. • Ensure all staff within remit of the post who are engaged in professional activity / work are appropriately registered, as statutorily required • Foster a team approach to delivery of Laboratory services to users • Foster and effect on-going professional and management / supervisory training and development for all relevant staff through promoting self-learning and participation in formal and informal courses • Ensure that succession planning and training is incorporated at all levels • Initiate the implementation of a staff development and individual performance review process and foster a high level of morale among staff by effective motivation and communication. • Participate in the formulation of relevant personnel policies and procedures and deal with human resource problems, in association with the Human Resources Department and, if necessary, in accordance with the hospital’s disciplinary procedures. • Promote and maintain a safe environment for staff. Develop and implement Risk Management and Health and Safety strategies in consultation with appropriate personnel. • Effectively manage all Laboratory medical scientists and other staff as assigned to the post holder includes Medical Scientists, Medical Laboratory Aides, Anatomical Pathology Technicians and support staff).

Performance Management • Driving and promoting a Performance Management culture. • In conjunction with the General Manager and the Clinical Director, be a key player in the development of a Performance Management system for the Laboratory Department • Be responsible for the identification and development of Key Performance Indicators (KPIs) which are congruent with the Hospital’s service plan targets. • Have responsibility for the management and delivery of KPIs as a routine and core business objective. • Develop Action Plans to address non-attainment of KPI targets.

Finance • Prepare annual financial estimates in respect of pay and non-pay costs, incorporating staffing, education and training costs. • Participate in the overall financial planning of the service including the negotiation of resources and the assessment of priorities in pay and non-pay expenditure.

HBS08958 Group Laboratory Manager 3 • Ensure expenditure is controlled within budget and identify potential for efficiency savings and cost containment through improved practices and innovation. • Implement appropriate budgetary control measures and implement monthly expenditure audit systems. • Develop, implement and evaluate strategies to maximise potential income generated by activities. • Co-operate with relevant Departments in establishing costing methods in respect of utilisation of the Laboratory Service. • Ensure that appropriate statistical and management data is provided, where and when required.

Education • Ensure that appropriate in-service education programmes and ongoing learning needs are met for all assigned staff. Liaise and co-operate with appropriate third level education institutes. • Co-ordinate and manage the Medical Scientist Intern ‘in-service’ Clinical Placement training programme • Monitor recent research and new developments. Initiate, facilitate and take part in relevant research and promote awareness of ongoing and current research into issues affecting patient care.

Quality Assurance & Risk Management • Ensure that best practice standards are in operation and that regular monitoring is undertaken through audit. • Ensure a high quality, safe, consistent service for the patient, accredited to all applicable standards where possible • Ensure early risk identification and early communication to Senior Management, Risk Management and users where appropriate • Align service objectives with National Standards for Safer Better Healthcare • Participate in the resolution of complaints as needed within available time and resource constraints and under the auspices of the hospital complaints policy • Implement a quality management programme and direct the development of a programme to attain and maintain laboratory accreditation to all applicable standards, including ISO 15189 and other relevant references • Maintain good collaborative working relationships and communications with appropriate statutory, professional and voluntary organisations responsible for and/or participating in health care. • Ensure adherence to all codes and guidelines relating to professional practice. • Monitor and research new developments and encourage adoption of new ideas and technology throughout the hospital. • Initiate, facilitate and take part in relevant research and promote awareness of ongoing and current research. • Ensure compliance with all legislation. • Apply Lean, Six Sigma, and /or other methodologies that serve to eliminate waste and improve performance and efficiencies, so that the service user gets a predictable, high quality service at all times • Work to continuously improve service provision through measurable quality improvement initiatives

HBS08958 Group Laboratory Manager 4 • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role. • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Infection Control, Hygiene Services and Health & Safety • The post holder has a duty to familiarise themselves with the relevant Organisational Policies, Procedures & Standards and attend training as appropriate in the following areas: • Continuous Quality Improvement Initiatives • Document Control Information Management Systems • Risk Management Strategy and Policies • Hygiene Related Policies, Procedures and Standards • Decontamination Code of Practice • Infection Control Policies • Safety Statement, Health & Safety Policies and Fire Procedure • Data Protection and confidentiality Policies • The post holder is responsible for ensuring that they and their staff comply with hygiene services requirements in your area of responsibility. Hygiene Services incorporates environment and facilities, hand hygiene, catering, cleaning, the management of laundry, waste, sharps and equipment. • The post holder must foster and support a quality improvement culture through-out your area of responsibility in relation to hygiene services. • It is the post holders’ specific responsibility for Infection Control, Hygiene Services and Health & Safety. Details will be clarified to you in the induction process and by your line manager. • The post holder must take reasonable care for his or her own actions and the effect that these may have upon the safety of others. • Create and maintain a safe working environment where staff are empowered to deliver an appropriate, required service • The post holder must cooperate with management, attend Health & Safety related training and not undertake any task for which they have not been authorised and adequately trained. • The post holder is required to bring to the attention of a responsible person any perceived shortcoming in our safety arrangements or any defects in work equipment. • It is the responsibility of the post holder to be aware of and comply with the HSE Health Care Records Management / Integrated Discharge Planning (HCRM / IDP) Code of Practice.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria Candidates must have at the latest date of application: -

Qualifications and/ or 1. Statutory Registration, Professional Qualifications, Experience, etc experience (a) Candidates for appointment must possess:

HBS08958 Group Laboratory Manager 5 (i) Bachelor of Science (Honours) in Medical Science from the Galway/Mayo Institute of Technology (GMIT).

Or (ii) Bachelor of Science (Honours) Biomedical Science, Technological University Dublin (TU Dublin) Or (iii) Bachelor of Science (Honours) Biomedical Science, Dublin Institute of Technology (DIT). Or (iv) Bachelor in Science Honours degree in Biomedical Science from the Joint University College Cork – Cork Institute of Technology course AND Diploma in Clinical Laboratory Practice.

Or (v) Certificate in Medical Laboratory Science, Dublin Institute of Technology (DIT), Cork Institute of Technology (CIT) or Galway/Mayo Institute of Technology (GMIT) AND Bachelor in Science (Applied Science) Honours degree (Biomedical option) from the University of Dublin/Dublin Institute of Technology (Awarded prior to 2002).

Or (vi) Bachelor of Biomedical Science, Cork Institute of Technology (CIT) AND BSc (Honours) Biomedical Sciences, University College Cork (UCC). (Awarded prior to 2013).

Or (vii) Diploma in Medical Laboratory Sciences of the Dublin Institute of Technology, (DIT) or the Cork Institute of Technology (CIT) (Awarded prior to 1994).

Or (viii) Certificate in Medical Laboratory Science awarded before 1997 by Dublin Institute of Technology (DIT), Cork Institute of Technology (CIT) or Galway/Mayo Institute of Technology (GMIT).

And (ix) Possess one of the following NFQ Level 9 post graduate qualifications:

• MSc Clinical Laboratory Science, Dublin Institute of Technology (DIT) • MSc Clinical Chemistry, University of Dublin, Trinity College (TCD) • MSc Biomedical Science, University of Ulster (UU). • MSc Biomedical Science, Cork Institute of Technology (CIT)/ University College Cork (UCC). • MSc Molecular Pathology, Dublin Institute of Technology (DIT) / University of Dublin, Trinity College (TCD).

Or (x) An equivalent qualification at minimum Level 9 validated by the Academy of Clinical Science and Laboratory Medicine (ACSLM).

Or (xi) Possess Fellowship of the Academy of Clinical Science and Laboratory Medicine awarded before July 2018.

HBS08958 Group Laboratory Manager 6 Or (xii) Have attained the Fellowship examination of the Institute of Biomedical Science (Awarded prior to 1999).

And (xiii) Possess seven years full time clinical experience (or an aggregate of seven years’ clinical experience) as a medical scientist in a medical laboratory since qualifying as a medical scientist, two years of which were spent in a promotional post.

And (xiv) Demonstrate evidence of Continuous Professional Development.

And (b) Candidates must have the requisite knowledge and ability (including a high standard of suitability and management ability) for the proper discharge of the duties of the office.

2. Health Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. Character Candidates for and any person holding the office must be of good character.

Post Specific Demonstrate depth and breadth of management experience in a laboratory setting, as Requirements relevant to the role.

Other requirements Access to appropriate transport to fulfil the requirements of the role. specific to the post Please note service needs require that staff may be rostered for: • Unsocial hours if necessary

Skills, competencies Candidates must : and/or knowledge Knowledge & Experience relevant to the role

• Demonstrate a broad knowledge of Laboratories and an understanding of the role of Laboratory Manager • Demonstrate knowledge of role of laboratory services and how these underpin and support local and national health care strategies • Demonstrate understanding of linkages and potential linkages between the laboratory and health services • Demonstrate knowledge of Primary Care services and their interaction with Laboratory Services • Demonstrate knowledge of QMS and Accreditation (including ISO 15189 standard for Medical Testing Laboratories) in a laboratory context • Demonstrate overview of clinical pathology services • Demonstrate understanding of technological advances relevant to Pathology Services • Demonstrate knowledge of financial and procurement procedures • Demonstrate knowledge of risk management

HBS08958 Group Laboratory Manager 7 • Demonstrate evidence of experience in project management • Demonstrate evidence of experience in lean management • Demonstrate Continuing Professional Development in the area of Laboratory Medicine • Demonstrate leadership and team management skills including the ability to work with multidisciplinary team members • Demonstrate effective problem solving strategies, including the ability to effectively manage change • Demonstrate a working knowledge of standard PC and Laboratory software • Demonstrate the ability to function effectively in the role as detailed in the job specification • Demonstrate an awareness of the Laboratory user, and the importance of the patient/client at all times • Demonstrate knowledge of the HSE Transformation Programme as it applies to the acute hospital setting

Planning & Managing Resources • Demonstrate the ability to adapt a corporate overview; sees the bigger picture of service delivery and appreciates the interconnectedness of issues and looks ahead and anticipates substantive issues. • Demonstrate a proactive forward-planning approach to service delivery in consultation with relevant stakeholders. • Demonstrate effective planning and organising skills including awareness of resource management and importance of value for money

Establish Policy, Systems and Structures • Demonstrate ability to design and implement structured policies and systems for the management of service delivery in consultation with key stakeholders and ensures clear role accountability for service levels, quality and decision making discretion.

Leading on Vision, Values and Process • Articulates a compelling vision for the role and contribution of each team member to the service. • Creates an enthusiastic and committed work climate. • Takes the lead on standards setting and implementation; leads and manage change.

Developmental approach to staff • Demonstrate a strong focus on developing the contribution of staff at all levels. • Demonstrate commitment to team and personal development. • Promotes a continuous improvement culture/creates a positive climate for learning.

Communication and interpersonal skills • Demonstrate effective communication skills including the ability to present information in a clear and concise manner and deliver complex information in understandable terms. • Demonstrate effective decision making and problem solving skills

HBS08958 Group Laboratory Manager 8 • Demonstrate strong communication and interpersonal skills including the ability to manage conflict and crisis situations

Campaign Specific A ranking and or short listing exercise may be carried out on the basis of information supplied Selection Process in your application form. The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or Ranking/Short listing / knowledge section of this job specification. Therefore it is very important that you think about Interview your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Code of Practice The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code of Practice, Information for Candidates”.

Codes of practice are published by the CPSA and are available on www.hse.ie/eng/staff/jobs in the document posted with each vacancy entitled “Code of Practice, Information for Candidates” or on www.cpsa.ie.

The reform programme outlined for the Health Services may impact on this role and as structures change the job specification may be reviewed.

This job specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

HBS08958 Group Laboratory Manager 9 Group Laboratory Manager Terms and Conditions of Employment

Tenure The current vacancy available is permanent and whole time

The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration The Salary scale for the post (as at 01/01/2020) is:

€69,449 - €72,524 - €75,229 - €77,945 - €80,715 - €83,432 - €86,220 - €88,921 - €91,639

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.

Working Week The standard working week applying to the post is to be confirmed at Job Offer stage.

HSE Circular 003-2009 “Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016” applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016).

Annual Leave The annual leave associated with the post will be confirmed at Contracting stage.

Superannuation This is a pensionable position with the HSE. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Members of pre-existing pension schemes who transferred to the HSE on the 01st January 2005 pursuant to Section 60 of the Health Act 2004 are entitled to superannuation benefit terms under the HSE Scheme which are no less favourable to those which they were entitled to at 31st December 2004

Age The Public Service Superannuation (Age of Retirement) Act, 2018* set 70 years as the compulsory retirement age for public servants.

* Public Servants not affected by this legislation: Public servants joining the public service, or re-joining the public service with a 26 week break in service, between 1 April 2004 and 31 December 2012 (new entrants) have no compulsory retirement age.

Public servants, joining the public service or re-joining the public service after a 26 week break, after 1 January 2013 are members of the Single Pension Scheme and have a compulsory retirement age of 70.

HBS08958 Group Laboratory Manager 10 Probation Every appointment of a person who is not already a permanent officer of the Health Service Executive or of a Local Authority shall be subject to a probationary period of 12 months as stipulated in the Department of Health Circular No.10/71.

Infection Control Have a working knowledge of Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

Health & Safety It is the responsibility of line managers to ensure that the management of safety, health and welfare is successfully integrated into all activities undertaken within their area of responsibility, so far as is reasonably practicable. Line managers are named and roles and responsibilities detailed in the relevant Site Specific Safety Statement (SSSS).

Key responsibilities include:

• Developing a SSSS for the department/service1, as applicable, based on the identification of hazards and the assessment of risks, and reviewing/updating same on a regular basis (at least annually) and in the event of any significant change in the work activity or place of work. • Ensuring that Occupational Safety and Health (OSH) is integrated into day- to-day business, providing Systems Of Work (SOW) that are planned, organised, performed, maintained and revised as appropriate, and ensuring that all safety related records are maintained and available for inspection. • Consulting and communicating with staff and safety representatives on OSH matters. • Ensuring a training needs assessment (TNA) is undertaken for employees, facilitating their attendance at statutory OSH training, and ensuring records are maintained for each employee. • Ensuring that all incidents occurring within the relevant department/service are appropriately managed and investigated in accordance with HSE procedures2. • Seeking advice from health and safety professionals through the National Health and Safety Function Helpdesk as appropriate. • Reviewing the health and safety performance of the ward/department/service and staff through, respectively, local audit and performance achievement meetings for example.

Note: Detailed roles and responsibilities of Line Managers are outlined in local SSSS.

Ethics in Public Positions remunerated at or above the minimum point of the Grade VIII salary scale Office 1995 and (€68,310 as at 01.01.2020) are designated positions under Section 18 of the Ethics 2001 in Public Office Act 1995. Any person appointed to a designated position must comply with the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below;

A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding such a post is required to prepare and furnish an annual statement of any interests which could materially influence the performance of the official functions of the post. This annual statement of interest should be submitted to the Chief Executive Officer not later than 31st January in the following year.

1 A template SSSS and guidelines are available on the National Health and Safety Function/H&S web-pages 2 See link on health and safety web-pages to latest Incident Management Policy

HBS08958 Group Laboratory Manager 11 B) In addition to the annual statement, a person holding such a post is required, whenever they are performing a function as an employee of the HSE and have actual knowledge, or a connected person, has a material interest in a matter to which the function relates, provide at the time a statement of the facts of that interest. A person holding such a post should provide such statement to the Chief Executive Officer. The function in question cannot be performed unless there are compelling reasons to do so and, if this is the case, those compelling reasons must be stated in writing and must be provided to the Chief Executive Officer.

C) A person holding such a post is required under the Ethics in Public Office Acts 1995 and 2001 to act in accordance with any guidelines or advice published or given by the Standards in Public Office Commission. Guidelines for public servants on compliance with the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the Standards Commission’s website http://www.sipo.gov.ie/

HBS08958 Group Laboratory Manager 12