Inspections & Logistics Officer

Job description

Job responsibilities

1. To manage and ensure successful delivery of directorate priorities identified in the HFEA business plan and Departmental service delivery plan; responsible for monitoring and managing the delivery of key milestones and updating relevant support documentation including but not limited to:

maintaining a central database and providing activity information and reports regarding inspections and centre approvals for Departmental Management meetings and the Authority;

identifying and managing any risks and issues that arise that may pose a threat to the effective delivery of the project;

managing own workload and produce high quality output by effective prioritisation of activities and adherence to organisational KPIs;

securing and maintaining an understanding of the relevant legislation, regulations, Directions and Code of Practice HFEA policies and procedures and apply this knowledge in the regulatory process;

managing communications with relevant stakeholders and others that may be needed to contribute to the project aims and delivery;

managing and contributing to the organisation of key stakeholder events.

2 To take on general responsibilities by providing support to:

the IT team by managing the clinic portal system on a rota basis;

supporting the Compliance team, handling general correspondence, and supporting other information & compliance related work.

3 To support the Director of Compliance and Chief Inspector as asset owner for key departmental business functions such PR prep tests and the licensing database (Epicentre).

4 To contribute to the development of the Compliance Quality Management System and the production of key documentation, including the Compliance Quality Manual, standard operating procedures (SOPs) and document control records.

5 To work in partnership with the inspection team to regulate HFEA licensed centres and promote good practice and compliance through:

processing and assessing applications and other information using approved HFEA methodologies. Making judgements on the information provided and recommending the course of action to be taken by the inspectorate;

producing high quality evidence-based executive summaries and reports for the Executive Licensing Panel and Licence Committee;

ensuring detailed and accurate written records are kept for all activities by maintaining up to date contemporaneous records using approved HFEA methodologies;

responding to enquiries and correspondence from centres and stakeholders.

6 To manage aspects of the directorate budget including invoices and requisitions.

7 To manage the logistical arrangements both internally to the Department (inspection resource planning) and externally (travel and subsistence) to ensure that the budget is spent appropriately and in accordance with the Departments guidelines on spend limits.

8 To provide accurate information in response to media enquiries, Freedom of Information (FOI) requests and Parliamentary Questions (PQs).

9 To perform any other duties as required, commensurate with the post.

10 To promote and maintain a positive image of the HFEA.

Person Specification

Managing work

Essential

• Excellent verbal and written communication skills
• Excellent planning and time management skills and ability to prioritise a varied workload
• Excellent interpersonal skills in order to establish and maintain professional working relationships

Qualifications

Essential

• A level or equivalent standard of education

Desirable

• Education to degree level in relevant discipline or degree in either clinical, genetics or science related subject
• Quality assurance or audit qualifications or equivalent work experience

Experience

Essential

• Experience in using electronic document filing systems
• Experience of providing high quality accurate and evidence-based information for management reports
• Proficient in Microsoft Office MS Word, Excel, Outlook
• Experience of managing relationships with stakeholders

Desirable

• Experience in working in Public Sector, a regulatory or health-related environment
• Project management skills and/or experience of managing projects
• Experience in audit
• Experience of analysing information provided and deciding whether it is reliable and fit for purpose
• Experience of presenting information in a variety of formats
• Experience of working across departments and with colleagues in different locations

Employer details

Employer name

Human Fertilisation & Embryology Authority

Address

2nd Floor

2 Redman Place

London

E20 1JQ

Employer's website

https://www.hfea.gov.uk/ (Opens in a new tab)