HR191
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JOB DESCRIPTION
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
This form serves as a template for the writing of job descriptions.
A copy of this form should be kept on file in your office.
For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
POSITION DETAILS
Position Title (current title)
Status of Post (tick)
Operations & Quality-Assurance Manager
X
New Post
Re-evaluation
Job Grade (current grade)
Payclass 11
Faculty (if applicable)
Faculty of Health Sciences (UCT Core Facility)
Department
Research Animal Facility (RAF)
Section (if applicable)
RAF Offices
Date of Compilation
4 September 2013
FOR OFFICE USE
Position Title
Job Title
Date of Grading
Grading Result
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(
ORGANOGRAM
Faculty of Health
Sciences Deputy
Dean: Research
RAF Director &
Veterinarian
(Academic)
Operations & Quality
Assurance Manager
(PC11)
SPF Unit
Manager
Conventional Unit &
Welfare Manager
Experimental
Unit Manager
(PC9)
(PC9)
(PC9)
Senior Secretary
(PC6)
Reproduction
Biotechnologist
Technical
Assistants (3)
Technical
Assistant (1)
Technical
Assistant (1)
Animal
Attendants (2)
(PC9)
(PC6)
(PC6)
(PC6)
(PC5)
Animal
Attendants (4)
Dept. Assistant
(1)
Animal
Attendants (3)
Dept. Assistant
(1)
(PC5)
(PC4)
(PC5)
(PC4)
19 June 2012
HR191
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Admin Assistant
(half-time)
(PC5)
PURPOSE
The main purpose of this position is to oversee the management of all RAF operations; to design, manage,
implement, monitor and refine the UCT-RAF’s formal Quality Management System, associated qualityassurance processes, systems and programmes; and to perform line-management of RAF staff, in order to
optimise operations, meet defined quality standards and comply with ethical, legal, safety and operational
requirements for conducting world-class research in a large and complex research animal facility.
19 June 2012
HR191
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JOB CONTENT
Key Performance Areas (4 – 6)
Operations management
19 June 2012
% of
time
spent
20
Activities / Objectives / Tasks
Results / Outcomes
Competencies
Oversee the management of all RAF operations, in
order to optimise operations and ensure compliance
with all legislative, ethical, safety and operational
requirements for conducting world-class research:
 Ensure that all aspects of the management of the
RAF complies with the RAF’s formal Quality
Management System (QMS)
 Oversee all aspects of the management of the
RAF to ensure that it efficiently meets its
functions of the breeding, acquisition, supply and
maintenance of sufficient animals of an adequate
standard for high quality research; the
maintenance of appropriate facilities and
infrastructure for the conduct of research and
animal housing; and the provision of adequately
trained staff to enable these functions
 Formally report via minuted meetings or written
reports on a regular basis to the RAF director on
all aspects of operations, including analyses of
operational trends, risks or problems identified
 Chair weekly RAF operations meetings to
efficiently communicate operational matters to
staff and set appropriate rosters and schedules
 Ensure compliance with all relevant human
Health and Safety requirements in all RAF Units,
including the servicing of biosafety cabinets and
autoclaves
 Ensure that all consumable stocks are maintained
at adequate levels to prevent any interruption to
RAF operations, including animal food, bedding,
lab consumables, disinfectants and chemicals,
required equipment parts and other consumables
 Ensure that all RAF assets are managed and
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All RAF operations are optimised and
comply with legislative, ethical, safety
and operational requirements
All aspects of RAF management
comply with the requirements of the
RAF’s QMS
The RAF meets its functions of the
breeding, acquisition, supply and
maintenance of sufficient animals of an
adequate standard for high quality
research; the maintenance of
appropriate facilities and infrastructure
for the conduct of research and animal
housing; and the provision of
adequately trained staff to enable these
functions
The RAF director is regularly updated
on all operational aspects, including
operational trends, problems and risks
Operations meetings are efficiently
chaired; operations run smoothly and
staff understand their duties and
schedules
Health and Safety requirements are met
for all operations in all RAF Units
All consumable stocks are maintained
at adequate levels to prevent any
interruption to efficient RAF
operations
All RAF assets are managed and
maintained appropriately
Liaison with external companies is
efficient and meets the requirements of
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Strong leadership skills
Willingness to assume
high responsibility and
learn new skills
Knowledge of
applicable legislative,
ethical, safety and
operational needs
Deep understanding of
the RAF’s QMS
Detailed knowledge of
and insight into all
RAF operations
Ability to use initiative
and make informed,
independent decisions
Highly organised,
methodical workflow
Disciplined work ethic
and self-management
Professional report
compilation
Good interpersonal
and communication
skills
Strategic planning
Understanding of
health and safety
requirements in all
RAF facilities
Organised recordkeeping of consumable
stocks and ability to
HR191
maintained appropriately
Liaise with external companies, in conjunction
with the RAF director and the line-managers of
the various RAF Units, regarding the acquisition,
manufacture, repair, maintenance and servicing
of all RAF equipment and infrastructure
Line-manage RAF staff in relation to their responsibilities and activities to ensure that they render a service
to the RAF of an appropriate standard and that they
work within UCT and RAF policies and procedures:
 Have regular minuted meetings with all linemanaged staff, set action items and deadlines, and
report on these regularly to the RAF director
 Provide staff with clear direction in their jobs
through individual/team objective-setting and
effect leadership in the attainment of these goals
 Involve and collaborate with staff, keeping them
informed of all relevant work-related issues
 Set and review annual work objectives with linemanaged staff for performance evaluation and
personal and career development
 Identify training and development needs of linemanaged staff, support ways to meet these
 Provide in-house on the job training for staff
 Conduct performance appraisals; provide
specific, constructive performance feedback to all
line-managed staff at regular intervals; implement
formal performance management if required
 Line-manage staff in relation to leave, attendance,
grievances, disciplinary matters and conflict
resolution; perform HR-related administration
for all line-managed staff, including new
appointments, temporary or permanent
 Ensure on-going training of staff to keep the
facility at international standards
the RAF in terms of infrastructure and
equipment needs
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People management
19 June 2012
15
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Line-managed staff render high-quality
service of acceptable standard
All UCT and RAF policies met
Regular minuted meetings held with
line-managed staff, staff meet deadlines,
with regular reports to RAF director
Staff objectives are clearly set and met
Staff remain informed of relevant issues
as pertains to their work
Training and development needs of
staff are identified and met
Effective staff leadership maintained
Appropriate performance evaluations
performed on time for managed staff
Line-managed staff regularly informed
of required performance improvements
and inadequate performance addressed
appropriately for all line-managed staff
Line-managed staff remain adequately
trained in all aspects of their work
In-house training suitably implemented
Line-management of staff meets UCT
HR policies and requirements
Efficient HR administration done
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project usage
Responsible nature
Professional interaction
with companies
Organised work ethic
Strong leadership skills
Strong people
management skills
Ability to collaborate
with and lead a team,
foster cooperation and
build team spirit
Ability to set goals,
share information and
encourage feedback
Ability to effect
leadership in the
attainment of goals
Strong interpersonal
skills, ability to
communicate clearly
and persuasively
Handle staff issues
sensibly and sensitively
Willingness to
tutor/assist others
Insight into
performance appraisal
Knowledge of HR
procedures and PPS
system
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Quality-Assurance management
19 June 2012
40
Manage, design, implement, maintain, monitor and
continually refine the RAF’s formal Quality
Management System (QMS):
 Prepare formal management and quality policies
in accordance with defined quality standards
 Manage, design, prepare and validate controlled
documents for all controlled processes and
procedures, ensure that personnel understand the
documents, and maintain an updated master
register of all authorised document versions
 Manage, establish, implement and refine an
efficient electronic document control system,
record control and data control systems
 Manage, maintain and refine electronic and hardcopy data centre and archives
 Manage, establish, implement and refine
controlled Standard Operating Procedures, Data
Capture processes, Registers, Maintenance and
Service schedules for all RAF operations
 Ensure that all RAF personnel are formally and
adequately trained in all SOPs and processes, that
competence of training if formally documented,
that staff remain competent in all controlled
processes and procedures by reassessment of
competence, with detailed records maintained
 Manage and ensure appropriate maintenance of
all RAF facilities, infrastructure and equipment
 Maintain a master register of all equipment
maintenance, calibration and certification
 Verify equipment maintenance programmes
 Set up lists of suppliers and stock validity and
tracking systems (i.e. fit-for-purpose validation)
 Document (on-going) all aspects of QMS
implementation and improvement
 Perform regular formal documented review of
the QMS, its policies, systems and procedures
and all associated controlled documentation
 Set up formal quality-assurance processes;
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The RAF’s QMS is efficiently managed,
appropriately designed, implemented,
maintained, monitored and refined
QMS management and quality policies
are professionally compiled and
adequate to meet defined standards
All controlled process and procedures
are clearly defined in controlled
documents that are understandable by
staff, and detailed records maintained
of all authorised document versions
Electronic document, record and data
control systems are comprehensive,
accurate and fully functional
Electronic and hard-copy archives are
complete and organised
Controlled documents including SOPs,
Data Capture Sheets, Registers and
Schedules for all operations are
professionally established, verified, and
refined to meet quality standards
All RAF personnel are adequately
trained and competent in all SOPs and
processes, competence is continually
verified by training programmes with
detailed, organised records of training
All RAF facilities, infrastructure and
equipment are maintained appropriately
to meet quality standards
All equipment maintenance, calibration
and certification is detailed in updated
registers, and verified to be adequate
Suppliers and stock, including consumables, are verified fit-for-purpose
All aspects of QMS implementation
and improvement are formally
documented and traceable
The QMS, its policies, systems and
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Willingness to assume
high responsibility and
learn new skills
Strong dedication to
high quality standards
Deep understanding of
relevant quality
standards and systems
Ability to use initiative
and make informed,
independent decisions
Highly organised,
methodical workflow
and meticulous
attention to detail
Disciplined work ethic
and self-management
skills; ability to work
unsupervised on own
and in a team
Ability to prioritise,
meet deadlines and to
work under pressure
Ability to insightfully
integrate divergent
knowledge
Professional report and
document compilation
Ability to assess
compliance to quality
standards, perform
root cause analysis and
implement corrective/
preventative action
Ability to reduce
complex matters to
simple principles and
to communicate clearly
HR191
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establish the RAF Quality-Assurance Unit
Coordinate external and internal audits of all
RAF facilities, as well as associated reporting
Ensure that the QMS is correctly implemented
and followed at all times and formally measure
adherence thereto. Perform root cause analysis
for all identified non-conformances, address nonconformances by adequate corrective and
preventative action via line-management
Scheduled formal reporting to the RAF director
on all aspects of the QMS and associated qualityassurance processes; analyse and interpret results;
recommend improvements to the QMS
Manage formal accreditation and compliance
processes according to defined quality standards
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Management of systems and
programmes
19 June 2012
20
Manage, design, implement, maintain, monitor and
continually refine RAF systems and programmes, in
order to enable optimal operational functioning, in
consultation with the RAF director and veterinarian:
 Access control and security systems to prevent
access to the RAF by any unauthorised personnel
 Biocontainment and biosecurity systems,
including animal and personnel flows between
areas of differing microbiological status, and
appropriate safety measures to prevent and
control risks human health and safety
 Appropriate separation between animals and
animal products of different health-statuses
 Quarantine systems for external-origin animals
 Routine animal health-screening programmes and
health-improvement programmes
 Bespoke breeding programmes to curb overbreeding while meeting research demands
 Embryo-transfer & cryopreservation programmes
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procedures are formally reviewed at
defined intervals and records kept
Quality-assurance processes are
adequate to confirm quality standards
The RAF Quality-Assurance Unit is
effectively established and implemented
Required audits are professionally
coordinated and reported on
QMS adherence is verified; all nonconformances adequately addressed
RAF director receives professional
regular reports on all QMS aspects,
with high-level analysis of results and
successful refinements implemented
Standards are continuously elevated and
maintained to allow sustained highquality research, teaching and ethics
Successful accreditation and/or
compliance established and maintained
RAF systems and programmes are
professionally and adequately managed
Unauthorised access to the RAF is
prevented
Biocontainment and biosecurity
measures are adequately maintained at
all times, including safety measures to
prevent and control human health and
safety risks
Animal health statuses are maintained
Quarantine operations are successful in
preventing the introduction of
pathogens in to the RAF colonies
Health-screening and healthimprovement programmes successful
Conform to required ethics standards;
over-breeding prevented as far as
possible while meeting research needs
Embryo-transfer and cryopreservation
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Willingness and ability
to acquire a deep
understanding and
broad knowledge of
animal research, ethics
and welfare, related
infrastructure, and all
associated processes
and procedures
Willingness to learn
database management
Computer skills (MS
Word, Excel, internet)
Willingness to work
overtime when the
occasion demands
Responsible nature
Ability to manage
people and coordinate
their activities
Insight into rodent
breeding programmes,
biosecurity measures,
animal health-statuses,
quarantine processes,
health screening,
reproductive biology,
disinfection and
sterilization processes
Broad knowledge of
lab animal science,
animal welfare, related
equipment and infrastructure, processes
and procedures
HR191
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Other functions
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19 June 2012
to clear infections in animals and freeze the
embryos and gametes of animal strains not
currently used in research
Disinfection and sterilisation systems
Scheduled reporting to the RAF director on all
RAF programmes and systems: analyse results,
identify risks and problems, design and
implement appropriate changes in consultation
with the RAF director
Manage RAF budgets and track funds; ensure
that client invoicing is performed correctly and
professionally; ensure that purchase orders are
correct and payments are processed timeously
Professional liaison with researchers
Liaise and network with external institutions,
including research institutions and organisations,
government departments, funding bodies, animal
welfare organisations and ethical bodies.
Take over relevant aspects of RAF management
functions when required
Remain up to date with international developments in laboratory animal science and related
quality standards; engage in continuing education
Assist with the formal documentation of relevant
RAF operational data into publishable format
Other responsibilities as determined by the RAF
director, in line with the level of responsibility for
the post and the experience of the manager
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programmes are successful in delivering
rodents of high health quality and
successful rederivation of strains
Disinfection and sterilization
appropriately performed
RAF director receives professional
regular reports on RAF programmes
and systems, with high-level analysis of
results, reporting of risks and problems,
and recommendations for refinements
to systems and programmes
Budgets managed professionally and
accurately; invoices to clients correct
and professional; purchase orders are
correct and payments are processed
timeously
Professional relationships established
with researchers and external
institutions
Management functions adequately met
Continuing education successful in
remaining adequately up to date on
aspects relating to the work performed
RAF research articles published in
scientific journals
Functions performed at appropriate
standard and completed by deadlines
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Highly organised
workflow
Ability to insightfully
integrate divergent
knowledge
High attention to detail
Good organisational
skills
Professional report
compilation and
analysis ability
Understanding of
finances and budgets
Attention to detail
Organised workflow
Professional work-ethic
Responsible nature
Good people skills
Professional liaison
with stakeholders
Willingness to engage
in continuing education
activities
Dedication to quality
Able to meet deadlines
Attention to detail
HR191
MINIMUM REQUIREMENTS
Minimum Qualifications

Minimum Experience
Required
 Training and understanding of quality assurance and quality control processes, including at
least 3 years experience managing in an ISO or SANAS accredited or GLP compliant or
comparable scientific facility
 Experience in managing people: at least 5 years experience as well as an understanding of
relevant labour legislation
 Experienced in MS Word, Excel, PowerPoint
 Experience in managing budgets
Undergraduate diploma or degree in an appropriate scientific discipline
Advantageous
 Good understanding of the principles, standards and ethics of animal research
 Experience working in or conducting research in a research animal facility or clinical animal
facility, with evidence of good practice
 Experience in conducting biological research, including laboratory work, literature reviews,
study design, data analysis, publications, conference presentations and using referencing
software
 Knowledge of reproductive biotechnology (e.g. cryopreservation, embryo transfer, etc.)
 Experience in creating and maintaining relational databases (e.g. MS Access, SQL)
 Project management experience
AUTHORITY
PRINT NAME
SIGNATURE
Compiled by
Approved by
Reviewed by
19 June 2012
HR191
Page 8 of 8
CONTACT NO.
DATE