Quality & Compliance Coordinator – Site Health at Mary Egg Health Services

ROLE PURPOSE The Site Health Quality & Compliance Coordinator oversees and facilitates quality assurance, regulatory compliance, clinical governance, and administrative oversight at occupational health facilities and first aid stations located at both the Kansas and Sentinel mine sites. This position demands a meticulous, self-motivated, and highly organized professional with a strong aptitude for follow-through. The incumbent will be responsible for tracking action items, upholding compliance standards, managing audit coordination, preserving precise documentation, and proactively identifying, escalating, and resolving gaps. Collaboration with the Chief Medical Officer and Quality Assurance teams is central to this role. Manager To guarantee compliance, seamless coordination, and audit preparedness of site health services, ensuring alignment with MBHS standards, client expectations, and applicable regulatory requirements. The ideal candidate will demonstrate initiative, maintain high administrative standards, exercise sound clinical judgment, and effectively prioritize tasks in a dynamic healthcare setting. EDUCATIONAL REQUIREMENTS Accomplished healthcare professional with demonstrated expertise in administrative operations, quality assurance protocols, or regulatory compliance within the healthcare sector. A relevant qualification in healthcare administration would be beneficial. Professional registration and a valid license to practice from the Health Professions Council of Zimbabwe (HPCZ) and/or the Nursing and Midwifery Council of Zimbabwe (NMCZ) are currently required.

EXPERIENCE

REQUIREMENTS With a minimum of six years of hands-on clinical experience, the ideal candidate will bring a wealth of practical expertise to the role. A minimum of two years of professional experience in healthcare quality assurance, facility audits, clinical leadership, administration, compliance, accreditation, or healthcare operations is required. Proficiency in occupational health, emergency care management, first aid station supervision, or healthcare facility accreditation processes is highly desirable. KEY ROLE ACCOUNTABILITIES Quality Assurance and Regulatory Compliance Ensure the seamless execution of quality assurance initiatives spanning all occupational health facilities and first aid stations. Coordinate routine facility audits and clinical compliance inspections, ensuring alignment with the MBHS Comprehensive Audit Planner. Ensure adherence to MBHS standards, client specifications, national healthcare regulations, and pertinent statutory obligations, encompassing those stipulated by HPCZ, MCZ, ZAMORA, RPA, and other governing bodies. Monitor audit findings, designate accountable individuals as needed, pursue progress on corrective action plans, and confirm resolution of non-conformities. Maintain and update quality dashboards, registers, and compliance trackers to ensure ongoing enhancements in quality standards. Review, maintain, and enforce the currency, accessibility, and proper implementation of Standard Operating Procedures (SOPs), applicable standards, organizational policies, official forms, and other controlled documentation. Prepare monthly reports on quality and compliance metrics for submission to the Chief Medical Officer and the Quality Assurance Manager. Escalate repeated instances of non-compliance, risk exposure, or unresolved delays to management for immediate review and resolution. Assist in the organization and execution of clinical governance meetings, management reviews, inspections, and accreditation activities. 2. Assistance with the Management and Supervision of Occupational Health Facilities and First Aid Stations Facilitate the establishment and ongoing evaluation of quality standards within occupational health facilities and first aid stations. Perform both scheduled and unplanned inspections to verify that facilities are maintained to the highest standards of cleanliness, safety, and compliance, while ensuring they are fully stocked and fully operational. Maintain comprehensive records of licenses, certifications, equipment servicing, emergency equipment, consumables, incidents, training, and compliance activities in designated registers. Ensure the continuous operational readiness and functionality of critical equipment, emergency response resources, and clinical supplies. Coordinate follow-up activities for maintenance, procurement, equipment servicing, and facility-related issues. Document and track identified gaps systematically, ensuring they are followed through to full resolution. SHE and QHSE Focal Point Responsibilities As the designated SHE (Safety, Health, and Environment) and QHSE (Quality, Health, Safety, and Environment) Focal Point, you will serve as the primary liaison for all safety, health, environmental, and quality-related matters within the organization. Your responsibilities will encompass monitoring compliance with relevant regulations, standards, and internal policies, conducting routine inspections and risk assessments, and ensuring that all employees adhere to established safety protocols. Additionally, you will be tasked with investigating incidents, implementing corrective actions, and fostering a culture of continuous improvement in safety and quality performance. You will also collaborate with management to develop and update SHE and QHSE policies, procedures, and training programs to enhance overall organizational safety and quality standards. Facilitate the successful execution of the Company’s HSE and QHSE requirements throughout MBHS areas of responsibility. Ensure continuous observation of the working environment to identify and promptly escalate any risks that may compromise staff safety, facility integrity, or patient well-being. Address any QHSE issues, suggestions, or feedback identified through audits, inspections, or operational processes without delay. Effective communication, accessibility, and comprehension of emergency response plans among pertinent staff members must be guaranteed. Compile and submit HSE reports to the Quality Assurance Manager in accordance with established deadlines. Foster an organizational environment characterized by a steadfast commitment to safety, personal accountability, and ongoing enhancement initiatives. 4. Responsibilities in Infection Prevention and Control Assist in the creation, execution, and evaluation of infection prevention and control policies, procedures, and standards. Perform infection prevention and control audits and risk assessments to evaluate compliance and identify potential hazards. Monitor cleaning, disinfection, hand hygiene, waste management, and infection control procedures to ensure adherence to established standards and protocols. Assess potential risks to infection prevention and collaborate with appropriate teams to implement corrective measures. Conduct investigations into outbreaks or incidents associated with healthcare-associated infections. Deliver or organize staff training initiatives focused on infection prevention and control measures. Engage actively in infection control committees, preparing and submitting comprehensive reports on infection control activities. Foster an environment where infection prevention is prioritized and consistently upheld by all staff members and patients. HR and Administrative Support to the Chief Medical Officer Deliver comprehensive administrative assistance to the Chief Marketing Officer (CMO) concerning staffing requirements and operational oversight for occupational health facilities and first aid stations. Handle the administration of workforce schedules by organizing staff leave plans, duty rosters, attendance monitoring, and other related tasks as assigned. Maintain precise and up-to-date documentation, registers, and records pertaining to staff-related information. Compile and maintain onboarding documentation, while also facilitating comprehensive administrative orientation sessions for newly hired employees. Prepare meeting agendas, document action items, and ensure their timely execution through follow-up. Monitor and follow up on actions stemming from management meetings, audits, inspections, and operational reviews. Prepare monthly operational, administrative, and compliance reports in a timely and accurate manner. Accurate and timely completion of departmental reports, submissions, and records is essential. Ensure electronic and physical filing systems are maintained with the utmost security and organization. Facilitate seamless collaboration and information sharing among clinical, administrative, quality, and management teams to enhance internal communication. 6. Administrative Operations and Documentation Management This role encompasses comprehensive administrative responsibilities and meticulous document control to ensure organizational efficiency and compliance. Key duties include managing records, coordinating documentation processes, maintaining accurate filing systems, and overseeing data integrity. The position requires strong organizational skills, attention to detail, and proficiency in relevant software tools to facilitate seamless workflows and adherence to regulatory standards. Ensure adherence to established administrative policies, procedures, internal controls, and operational standards. Maintain comprehensive registers for quality, asset management, training, incidents, compliance, equipment, licenses, and certifications. Oversee the procurement follow-up process to ensure all administrative and operational needs are addressed promptly and effectively. Maintain accurate, complete, and confidential records while ensuring their secure storage. Facilitate the execution of accreditation initiatives, ensure adherence to licensing prerequisites, and manage regulatory documentation submissions. Track and manage inventory levels for office supplies and administrative resources to ensure operational efficiency. Maintain strict control over controlled documents, ensuring only the most recent revisions of policies, standard operating procedures (SOPs), forms, and other regulated materials are actively distributed. Perform a variety of administrative tasks as directed by senior leadership. Customer Service and Professional Conduct We seek a professional who excels in customer service and maintains exemplary conduct. Candidates must demonstrate strong communication skills, patience, and a commitment to resolving customer inquiries efficiently. Responsibilities include addressing customer concerns, providing accurate information, and ensuring a positive experience. Professional conduct is essential, requiring adherence to company policies, respectful interactions, and maintaining a courteous demeanor at all times. Maintain a courteous, considerate, and compassionate demeanor when interacting with patients, their families, colleagues, and external partners. Provide exceptional customer service by attentively addressing patient concerns and facilitating suitable care pathways. Demonstrate MBHS values, professional conduct, and service excellence through your actions and interactions. Document any occurrences of inadequate customer service, patient grievances, or service deficiencies for review by management. Consistently uphold confidentiality, exercise sound discretion, and maintain a professional demeanor in all interactions and circumstances. REQUIRED COMPETENCIES AND ATTRIBUTES Highly organized, self-disciplined, and committed to meeting deadlines consistently. Meticulous attention to detail and an unwavering commitment to accuracy are essential for this role. Demonstrates initiative and a proactive approach to work, ensuring consistent and reliable execution of tasks. Demonstrates strong follow-through with staff, managers, and stakeholders to ensure timely and effective communication. Capable of handling numerous tasks simultaneously while maintaining meticulous attention to detail. Proven expertise in crafting comprehensive reports, maintaining meticulous documentation, and managing records with precision. Analytical skills are essential to evaluate audit results, interpret data, and identify key trends, enabling effective problem-solving. Skilled in utilizing dashboards, trackers, registers, and action plans to monitor progress and ensure task completion. Effective verbal and written communication, along with the ability to collaborate seamlessly with diverse teams, are essential. Professional, assertive and respectful. Capable of functioning autonomously while collaborating productively with team members. Capable of traveling to various mine sites, with up to 50% of their time spent away from their primary location. Dedicated to maintaining excellence, ensuring strict adherence to regulations, and fostering ongoing enhancements. Proficient in using Microsoft Office Suite, with a strong emphasis on Microsoft Word, Excel, and Outlook. Maintains the highest standards of integrity, confidentiality, and accountability at all times. We value collaboration and community engagement. Kindly utilize the icons provided below to disseminate this information.

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