JOB NO. 32441A 1. JOB IDENTIFICATION JOB DESCRIPTION Job Title: Modern Apprentice Trainee Assistant Technical Officer (Renal Dialysis Equip) Responsible to: Department(s): Directorate: Operating Division: Deputy Manager of Medical Equipment Services (Section Manager VI) Clinical Physics Diagnostics Acute Job Reference: No of Job Holders: 2. JOB PURPOSE This post is included in the NHS Greater Glasgow and Clyde's Modern Apprenticeship Programme and the post holder will be required to undertake a formal educational programme whilst carrying out the duties and responsibilities set out below. This post contributes to the technical and clinical provision of NHS GGC s Medical Equipment Management Service, in the support, repair and maintenance of medical equipment. This post will have a particular emphasis on Renal Dialysis equipment but will involve exposure to the other services provided by the Medical Equipment Management Service. 3. DIMENSIONS 3.1 Assist technical staff in the maintenance, service and repair of medical equipment on a day-to-day basis, with particular emphasis on renal dialysis equipment at Stobhill Hospital and the Western Infirmary (New South Glasgow Hospital when service relocates in 2015) 3.2 Use a database (inventory and process management) of medical equipment for sections as required. 3.3 Indent for supplies and services to maintain medical equipment as directed by senior technical staff. 9
4. ORGANISATIONAL POSITION (Head of Equipment Services) Manager Medical Equipment Services (MMES) Deputy MMES (Section Manager VI) Specialist Specialist Specialist Senior Assistant Trainee Assistant Technical Officer THIS JOB 5. ROLE OF DEPARTMENT Medical Equipment Management Services is a branch of Clinical Physics that provides a comprehensive range of management activities for medical equipment, defined as a health care product used for a patient in the diagnosis, treatment, prevention or alleviation of illness or injury. Correct and accurate operation of medical devices (see Equipment and Machinery) is essential for safe diagnosis and treatment of patients. The department works and is accredited to British Standards Institute (BSI) ISO9001: 2000 for the provision of medical equipment repair, maintenance and equipment management services. 6. KEY RESULT AREAS During the course of the apprenticeship the postholder will be trained and supported to become competent in the following: Professional Responsibilities 6.1 To support technical staff in the maintenance, service and repair on complex medical equipment on a day-to-day basis in all sections, dependent on the workload, to ensure compliance with European and health care standards for patient and staff safety. 6.2 To assist the Deputy Manager of Medical Equipment Services (DMMES) in the processes of delivery of new equipment following capital purchase schemes: To 2
commission and install new medical equipment under supervision to the relevant standards within the section, as assigned according to experience. 6.3 To collect and return equipment to and from clinical areas: to package safely specialist medical equipment to be returned for repair. 6.4 To assist technical staff in the servicing of larger items of equipment. 6.5 To perform supervised, routine technical tasks including planned preventive maintenance of medical equipment, assigned according to experience by Section Managers. 6.6 To perform electrical safety testing on clinical and laboratory equipment, using Portable Appliance Testers (PAT). 6.7 To have specific responsibilities for planning and effecting the routine maintenance of flexible and rigid endoscopes, as per the contracted list, in collaboration with the contractor and the clinical user. To organize loan units with the contractor when the clinical necessity is identified. 6.8 To decommission and condemn specific medical equipment failing quality or safety standards as identified in the course of duty, normally these will be clinical instruments used in theatres not cost effective to repair. 6.9 To maintain essential records on a database (inventory and process management) of medical equipment for sections or the DMMES, by accurate data entry, to provide control of the asset register for the directorates supported by the section. 6.10 To assist the DMMES by maintaining records of contractors service reports and updating these reports on the database. 6.11 To be authorized to requisition supplies and services to maintain medical equipment within the section, up to 1000 per requisition, usually as assigned by the DMMES. Repair requisitions are demand-led and the current average annual turnover of the Department is 300,000 giving a typical annual budget of 15,000 per post holder. 6.12 To work to, and comply with, the Quality Management System 1 as laid down in the Work Instructions of the Department to ensure auditable, quality assurance and control. To assume specific duties within the quality system, as assigned, in this case to assume the duties of Goods Inward Officer. 6.13 To support and assist in maintaining stock control of a local store of equipment parts liaising with the Supplies Office, based in the SGH site. 6.14 To take personal responsibility for assigned work and to prioritise and progress work to the benefit of the section s performance. Clinical 6.15 To interface with clinical staff in theatres and clinics on the scheduled and unscheduled maintenance and repair of flexible and rigid endoscopes, usually in consultation with the DMMES and the Supplies Officer using own initiative to meet programme. 6.16 To communicate with clinical users of equipment, directly or by telephone, relating to outstanding repairs or delivery of equipment. 3
1 The department works and is accredited to British Standards Institute (BSI) ISO9001: 2000 for the provision of medical equipment repair, maintenance and equipment management services 7a. EQUIPMENT AND MACHINERY 7.1 Medical devices as defined and limited by the key results and personal specification of this support post; examples are o Flexible and rigid endoscopes, patient nebulisers, patient warming devices for theatres etc. 7.2 Regular use of computer (see 7b Systems) 7.3 Scheduled maintenance, faultfinding and calibration of medical devices require the use of very specialised test and measuring equipment, some of which utilise potentially hazardous voltages or measuring techniques, including: o Portable appliance testers (electrical safety testers) 7.4 Scheduled maintenance, faultfinding and calibration of medical devices also require the use of specialised tools, including: o Soldering irons, torque wrenches, jewellers (fine) screwdrivers, power tools, mechanical tools 7b. SYSTEMS 7.5 Medical equipment management database and asset register (Optim). Performance of accurate data entry is vital for asset management. o Networked, shared with all equipment services sections in South Glasgow o Database is major system to practise medical equipment management; inventory control, scheduled services, repair services, call-log system, parts traceability, service history, hazard management and performance indicators 7.6 Quality Management System: Quality Manual and Work Instructions to comply with ISO9001: 2000 for the medical equipment repair, maintenance and equipment management services o Ensures best practice as per NHS guidelines 7.7 Networked PC system, Division intranet o Access to e-mail for internal communication and external communication with suppliers and manufacturers of medical equipment 7.8 Microsoft Office packages o Access to the internet for the acquisition of medical equipment technical data and documentation from suppliers and manufacturers of medical equipment o Access to Word, Excel to write technical reports or in-house test protocols 8. ASSIGNMENT AND REVIEW OF WORK 8.1 Scheduled and unscheduled work is usually assigned and reviewed by the Section Manager, VI (DMMES) or section Specialists but the post holder is expected to take some independent action and be self-motivated regarding their daily duties and responsibilities provided it is within their scope of training and experience. The post holder will normally seek advice from the DMMES for all matters and section Specialists for routine section work. The post holder has no supervisory responsibilities. 8.2 Operational policies and procedures are laid out in the Work Instructions (see 7b). 4
8.3 The Manager of Medical Equipment Services, or Deputy, undertakes annual PDP reviews. 9. DECISIONS AND JUDGEMENTS 9.1 The post holder is expected to use some initiative in deciding on priorities and action regarding their assigned work. 9.2 The post holder will be required to exercise judgement when dealing with technical, clinical and supplier enquiries, and to analyse and report the problem promptly. 9.3 The post holder is always able to seek the expertise of a Specialist or Section Manager (DMMES), as necessary. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB It is vital for the clinical operation of the Division that all medical equipment managed by the Department is in working order, safe and available for use for the maximum possible time during its expected lifecycle. The challenges for a support officer are: 10.1 To liaise with the technical and clerical staff of the department, as appropriate to the duties assigned, to ensure that he/she contributes to the service by easing the workload of the staff. 10.2 To learn new skills and techniques on a daily basis in support of the department s activities as assigned. 11. COMMUNICATIONS AND RELATIONSHIPS Internal The post holder will: 11.1 Work closely with the Section Manager, and through him/her, the Manager of Medical Equipment Services (MMES) and all Medical Technical Officers in the Department on a daily basis in aiding the provision of medical equipment management services; o May compile reports for Section Manager or Manager of Medical Equipment Services. o Take part in internal audit of the operational policies as per the Quality Management System-this averages at 2-4 audits (external) per year and 8-12 (internal) audits per year. 11.2 Have daily working relationships with the Supplies Office Manager to indent for goods and services required for the provision of the service. 11.3 Generate documentation within the QMS (Quality Management System) and have daily working contact with the Document Control Officer regarding the production and maintenance of these documents e.g. technical manuals, in-house procedures, incident reports, damage reports, condemned certificates. 11.4 Work closely with clinical/nursing staff in matters of equipment maintenance and repair; demand-led but is usually a daily occurrence, often requiring tact and persuasive skills. This will be by direct contact or by telephone. 5
External The post holder will: 11.5 Maintain relationships with external manufacturers, suppliers and agents to facilitate a supply chain for the repair and maintenance of medical equipment. 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical Skills: 12.1 Developed manual skills required during faultfinding and repair of complex medical and technical equipment involving use of fine tools and materials-daily. 12.2 Developed manual skills required during servicing, fault-finding and repair of complex medical and technical equipment involving use of sophisticated test equipment, sometimes with potentially hazardous voltages-daily. 12.3 Mechanical skills for construction and repair activities-daily Physical Demands: 12.4 Moving, lifting and handling all types of medical equipment, both in service laboratories and in wards, theatres and clinics-a frequent activity. 12.5 Packaging of complex medical equipment to return to agents via carriers-at least 6 times per week. Packages can be in excess of 25Kg. 12.6 Physical necessity to make field visits to wards, theatres and clinics across the Division campus, sometimes carrying medical and/or test equipment amounts to an average of 4-5 Km per day carrying weights in excess of 20Kg (safety testers, defibrillator analysers etc.). 12.7 Working with the operational database requires some of the working day to be spent sitting in a restricted position-daily but amounting to an average of 10%, at least 1 hour per day. Mental Demands: 12.8 Regular need to maintain very high levels of concentration while servicing extremely complex medical equipment-daily expectation. 12.9 Constant interruptions requiring post holder to change from working on one task to another because of demand-led situations daily occurrence but total effect of average 20% per day. 12.10 Frequently required to undertake several tasks simultaneously average 10% per day. 12.11 Intense concentration required when inputting data onto computer database systems and reconciling paperwork to operational standards average 25% per day. Emotional Demands: 12.12 There is regular exposure to potentially distressing or emotional circumstances when the post holder supports the service in clinical areas, mainly wards, clinics and/or theatres, where patients are involved can be daily. 6
12.13 There is occasional exposure to distressing or emotional circumstances when the post holder attends medical equipment directly connected to the patient. This occurs when on-site visits are necessitated for either routine or non-routine (i.e. breakdown calls) and is therefore demand-led but will occur at least 1 per week. Working Conditions: Service laboratory 12.14 Regular exposure to potentially hazardous voltages from medical, test and measurement equipment, risk of electric shock-risks minimised due to controlled working practices daily expectation. 12.15 Daily exposure to potentially hazardous materials e.g. anaesthetic agents, medical gases, microbial, chemical-hazards. Controlled working practices are in place to address these risks. 12.16 Daily exposure to potentially hazardous body fluids, caused by direct patient contact with equipment e.g. body fluid ingress to infusion devices at bedside, blood/body fluid contamination of theatre equipment sent for repair. Controlled working practices are in place to address these risks. 12.17 Restricted working space due to a busy environment. This is periodic and workdependent. Lack of natural daylight and suitable ventilation. Working Conditions: Clinical 12.18 Restricted access to medical equipment. 12.19 Exposure to materials associated with patient care. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Scottish Vocational Qualification (SVQ) Engineering. During the period of your Modern Apprenticeship (MA) you will undertake study and skills development at an approved training centre and in the workplace at a specified NHS base hospital location. The training centre will provide foundation training in an appropriate pathway to enable the post holder to complete both the SVQ qualification. The SVQ will normally be completed within years 1 and 2 of your training. Higher National Certificate (HNC) Electronics As a Senior Assistant Clinical Technologist, a good understanding of electronics engineering is essential to helping you develop the skills that you will need in your job. The training period within the MA will also include an opportunity to study on a day release basis for the Scottish Qualifications Authority s HNC in Electronics at an approved training centre Further Learning & Development Opportunities: NHS Greater Glasgow & Clyde will normally support post holders who wish to progress with this development route. This is normally by offering paid time off to attend college on a day-release basis and examination fees where appropriate. Post holders are expected to pay for this additional training course personally, and will be reimbursed by NHS Greater Glasgow & Clyde on successful completion of the course. Note that the Training Plan described above may be subject to review and alterations. 7