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

ROLE PURPOSE The Site Health Quality & Compliance Coordinator plays a pivotal role in ensuring adherence to quality assurance, compliance standards, clinical governance, and administrative protocols across all occupational health facilities and first aid stations located at both the Kansas and Sentinel mine sites. The position demands a meticulous, proactive, and highly organized professional capable of diligently following up on tasks, upholding standards, coordinating audits, preserving precise documentation, and proactively identifying, escalating, and resolving discrepancies. This role involves close collaboration with the Chief Medical Officer and the Quality Assurance team. Manager To guarantee compliance, seamless coordination, and audit preparedness of site health services, while ensuring alignment with MBHS standards, client expectations, and regulatory obligations. The ideal candidate will demonstrate initiative and reliability, coupled with robust administrative skills, solid clinical decision-making abilities, and the capacity to effectively multitask within a high-pressure healthcare setting. EDUCATIONAL REQUIREMENTS A skilled practitioner from a health-related field possessing substantial expertise in administrative roles, quality assurance, or healthcare compliance. A background in healthcare administration would be considered a valuable asset. Professional registration and a valid license to practice with the Health Professions Council of Zimbabwe (HPCZ) and/or the Nursing and Midwifery Council of Zimbabwe (NMCZ) are required.

EXPERIENCE

REQUIREMENTS With a minimum of six years of hands-on clinical experience, candidates should demonstrate proficiency in direct patient care and evidence-based practice. Experienced professionals in healthcare quality assurance, facility audits, clinical leadership, administration, compliance, accreditation, or healthcare operations are required to have a minimum of two years of relevant work experience. Proficiency in occupational health, emergency care, first aid station management, or healthcare facility accreditation processes is advantageous. KEY ROLE ACCOUNTABILITIES Quality Assurance and Regulatory Compliance roles encompass the systematic monitoring, evaluation, and documentation of processes to ensure adherence to established standards, guidelines, and legal requirements. These positions demand a meticulous approach to identifying discrepancies, implementing corrective measures, and maintaining comprehensive records to mitigate risks and uphold organizational integrity. Professionals in this field are responsible for conducting audits, verifying compliance with industry regulations, and collaborating with cross-functional teams to foster a culture of accountability and continuous improvement. Strong analytical skills, attention to detail, and a deep understanding of relevant regulatory frameworks are essential for success in these critical functions. Oversee quality assurance initiatives spanning occupational health facilities and first aid stations. Facilitate scheduled facility audits and ensure clinical compliance inspections are conducted in strict accordance with the MBHS Comprehensive Audit Planner. Ensure adherence to MBHS standards, client specifications, national healthcare regulations, and pertinent statutory mandates, encompassing those set by HPCZ, MCZ, ZAMORA, RPA, and other governing bodies. Monitor audit results, designate accountable individuals when necessary, ensure progress on corrective measures, and confirm resolution of identified issues. Maintain and update quality dashboards, registers, and compliance trackers to facilitate ongoing enhancements in quality standards. Maintain the currency, accessibility, and proper implementation of SOPs, standards, policies, forms, and other controlled documentation. Monthly, we compile and submit quality and compliance reports to the Chief Medical Officer and the Quality Assurance Manager. Escalate recurring instances of non-compliance, risk factors, or delays in achieving closure to senior management for further review and action. Facilitate clinical governance meetings, oversee management reviews, conduct inspections, and coordinate accreditation activities. Revised Version: Provide support in managing and overseeing occupational health facilities and first aid stations to ensure compliance with safety regulations and optimal emergency response capabilities. Facilitate the establishment and ongoing evaluation of quality standards within occupational health facilities and first aid stations. Perform routine and impromptu evaluations to verify that facilities maintain high standards of cleanliness, safety, and regulatory compliance, while also ensuring they are fully stocked and prepared for seamless operations. Maintain accurate records for licenses, certifications, equipment servicing, emergency equipment, consumables, incidents, training, and compliance-related activities. Monitor the operational status and readiness of critical equipment, emergency response assets, and clinical supplies to ensure continuous availability and functionality. Coordinate follow-up activities for maintenance tasks, procurement processes, equipment servicing, and facility-related concerns. Document and track identified gaps meticulously, ensuring they are pursued until full resolution is achieved. Here’s a professional version of the paragraph while retaining all original content, requirements, and responsibilities: 3. Responsibilities of the SHE and QHSE Focal Point The (Safety, Health, and Environment) and QHSE (Quality, Health, Safety, and Environment) Focal Point serves as a key liaison for safety, compliance, and operational excellence within the organization. This role is responsible for ensuring adherence to regulatory standards, implementing robust QHSE policies, and fostering a culture of continuous improvement in safety and quality management. The position involves conducting risk assessments, monitoring workplace hazards, and coordinating incident investigations to mitigate potential risks. Additionally, the Focal Point will oversee training programs, maintain documentation, and facilitate audits to ensure full compliance with industry best practices and legal requirements. Strong communication skills and a proactive approach to problem-solving are essential to effectively engage with teams, management, and external stakeholders while driving sustainable QHSE performance. Facilitate the successful execution of the Company’s HSE and QHSE standards within the designated MBHS responsibilities. Oversee the working environment to identify and report any potential hazards impacting staff, facility, or patient safety, ensuring prompt escalation of concerns. Promptly address any QHSE concerns, suggestions, or recommendations identified through audits, inspections, or operational activities. Develop and implement emergency response plans, ensuring they are effectively communicated, readily accessible, and fully comprehended by all pertinent staff members. Paragraph: Compile and finalize HSE reports, ensuring they are submitted to the Quality Assurance Manager in accordance with predetermined deadlines. Foster a workplace environment that prioritizes safety, ensures accountability, and drives ongoing enhancement. Infection Prevention and Control responsibilities encompass monitoring, preventing, and managing the spread of infections within healthcare settings to ensure patient and staff safety. This role requires implementing evidence-based protocols, conducting surveillance for potential outbreaks, and ensuring compliance with regulatory standards such as those set by the CDC, WHO, or OSHA. Additionally, the position involves training staff on proper hygiene practices, maintaining accurate records of infection incidents, and collaborating with multidisciplinary teams to mitigate risks. Strong analytical skills, attention to detail, and a commitment to upholding stringent hygiene and sanitation measures are essential for success in this role. Assist in the formulation, execution, and evaluation of infection prevention and control policies, procedures, and standards. Perform comprehensive infection prevention and control audits and conduct thorough risk assessments to ensure compliance with established standards and protocols. Monitor cleaning procedures, disinfection protocols, hand hygiene adherence, waste management systems, and infection control measures. Assess potential infection prevention risks and collaborate with pertinent teams to implement corrective measures. Conduct investigations into outbreaks or incidents associated with healthcare-associated infections. Deliver or organize educational programs for staff regarding infection prevention and control protocols. Engage in infection control committee meetings and deliver comprehensive reports detailing infection control initiatives and outcomes. Cultivate and uphold a robust infection prevention culture among both staff and patients. HR and administrative support for the Chief Medical Officer involves assisting with human resources functions and managing administrative tasks to ensure efficient operations. Offer comprehensive administrative assistance to the Chief Marketing Officer, specifically focusing on operational requirements associated with occupational health facilities and the management of first aid station personnel. Coordinate and oversee staff leave schedules, duty rosters, attendance tracking, and other workforce administration tasks as assigned. Accurately maintain and update all staff-related documentation, registers, and records to ensure compliance and organizational integrity. Professional Version: Prepare and manage onboarding documentation while facilitating administrative orientation sessions for new hires. Develop and manage meeting agendas, document action items, and ensure their timely execution through follow-up. Monitor and document follow-up actions stemming from management meetings, audits, inspections, and operational reviews. Compile monthly operational, administrative, and compliance reports in accordance with established guidelines and deadlines. Prepare departmental reports, submissions, and records with precision and deliver them punctually in accordance with pre-established deadlines. Organize and manage electronic and hard-copy filing systems while ensuring they remain secure and well-structured. Facilitate seamless collaboration and information exchange among clinical, administrative, quality, and management teams to enhance operational efficiency and decision-making processes. Administration and Document Control entails managing records, ensuring compliance with regulatory standards, and maintaining organized documentation systems to facilitate efficient operations and audit readiness. Ensure adherence to established administrative policies, procedures, internal controls, and operational standards. Maintain registers pertaining to quality, assets, training, incidents, compliance, equipment, licenses, and certifications. Oversee and manage the procurement follow-up process to ensure compliance with administrative and operational needs. Accurate, complete, confidential, and secure maintenance of records is essential. Facilitate accreditation processes, ensure compliance with licensing mandates, and prepare regulatory submissions. Oversee the tracking and management of office supplies and administrative resource needs. Maintain the circulation of policies, SOPs, forms, and controlled documents strictly in their most up-to-date versions. Perform a variety of administrative tasks as directed by senior leadership. Customer Service and Professional Conduct We prioritize delivering exceptional customer service and maintaining the highest standards of professionalism. Our team is expected to interact with clients in a courteous and efficient manner, ensuring their needs are met promptly and with integrity. Upholding ethical conduct, maintaining confidentiality, and adhering to company policies are integral to our daily operations. We value individuals who demonstrate a commitment to excellence, reliability, and a positive attitude in all interactions. Demonstrate professionalism, respect, and empathy in interactions with patients, their families, relatives, staff members, and stakeholders at all times. Provide exceptional customer service by attentively addressing patient concerns and facilitating suitable care pathways. Demonstrate the core values, professional conduct, and service excellence outlined by MBHS in all interactions and duties. Please bring any instances of inadequate customer service, patient dissatisfaction, or service gaps to the attention of management promptly. Always uphold strict confidentiality, exercise sound discretion, and maintain a professional demeanor in all interactions. REQUIRED COMPETENCIES AND ATTRIBUTES Highly organized, self-disciplined, and committed to meeting deadlines. Demonstrates meticulous attention to detail and a commitment to maintaining high levels of accuracy in all tasks. Demonstrates proactive initiative with a keen ability to follow through consistently. Demonstrates strong interpersonal skills in engaging with staff, managers, and stakeholders to ensure timely follow-ups and maintain open lines of communication. Demonstrates strong organizational skills while effectively handling competing priorities, ensuring meticulous attention to detail remains consistent. Demonstrated proficiency in crafting comprehensive reports, maintaining meticulous documentation, and managing records effectively. Proficient in evaluating audit results, data, and emerging patterns to facilitate effective problem resolution. Proficient in utilizing dashboards, trackers, registers, and action plans to monitor progress and drive accountability. Effective verbal and written communication abilities are essential, as is the capacity to collaborate productively with colleagues and stakeholders. Professional, assertive and respectful. Capable of autonomous work while demonstrating strong collaboration skills within a team environment. Professionals must be prepared to travel between mine sites, allocating up to 50% of their time away from their primary location. Dedicated to upholding rigorous standards, ensuring strict compliance, and driving ongoing enhancement initiatives. Proficient in utilizing Microsoft Office applications, with a strong emphasis on Microsoft Word, Excel, and Outlook. Maintains a high standard of integrity, confidentiality, and accountability in all professional undertakings. Sharing is caring! Kindly utilize the icons provided below to disseminate this information.

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