Engineering Services Manager

The post holder key responsibilities:

• To be responsible for taking decision on project work being carried out inside the hospital premises.

• Responsible for upgrading and modernization of utility equipment in various areas.

• Dealing with government organizations and other establishments in relation with maintenance department.

• Responsible for planning, costing and execution of various projects inside the hospital premises.

• Taking policy decision in co-ordination with the management and corporate support.

• To be responsible to look after the welfare of the staff in the department.

• Selecting of contractors for specific jobs based on tender evaluation and the support from the Regional Engineer.

• Long-term planning in taking up renovation/modifications.

• Responsible to prepare and project budget for maintenance activities.

• To contribute to Quality initiatives.

• To train the staff for effective application and up-gradation of equipment.

• Facilitate regular meetings of engineers/supervisors and analysing problems and finding solutions.

• To co-ordinate with other departments for different projects.

• To perform staff appraisals when required and evaluation of the team.

• To analyse the complaints and take necessary actions.

• To be responsible for disciplined departmental functioning.

• To compile and manage specific KPI’s as per NMC Group standards.

• To carry out all routine, preventive maintenance scheduling.

• To organize manpower, materials for the day-to-day activities.

• To manage AMC/CMA contracts effectively and efficiently to maintain the equipment as per design specifications.

• To lead or chair the FMS committee and to contribute actively.

• To compile frequent risk assessments and mitigation measures throughout the facility.

• To implement Facility management Plan, Policies & Program in the unit.

• Oversee daily operations of hospital engineering systems (HVAC, electrical, plumbing, elevators, fire alarm, BMS, security, and medical gas systems).

• Monitor system performance using FABIS, EMS, BMS or similar tools.

• Ensure compliance with local authority regulations (DOH, ADCD, ADMCC, ADM etc.) and international accreditation bodies (JCI, ISO).

• Maintain updated documentation for licenses, permits, and statutory approvals.

• Ensure facility readiness for audits and inspections at all times.

• Lead energy efficiency projects, renewable energy initiatives, and hospital sustainability programs.

• Monitor hospital utility consumption (electricity, water, fuel, chilled water).

• Implement energy-saving initiatives and technologies.

• Report on sustainability KPIs and carbon footprint reduction

• Develop and maintain hospital emergency response plans for engineering-related failures (power outage, medical gas leakage, water shortage, fire, etc.).

• Ensure 24/7 availability of engineering support through on-call duty schedules.

• Maintain critical spares inventory for essential hospital equipment and utilities.

• Responsible for taking regular rounds and ensure the effectiveness of FMS program.

• Recommends space, medical technology, equipment, staffing, and other resources needed by the department or service and have a process in place to respond to shortages.

BIOMEDICAL ENGINEERING:

• To implement the Medical Equipment Management Program across each facility.

• Manage day-to-day Biomedical Engineering activities of the hospital.

• Planning, organizing, and implementing preventive/corrective maintenance and calibration of Medical Equipment.

• Ensure that the equipment is maintained with physical and environmental demands, as per manufacturer recommendations and regulatory requirements.

• Organizing and implementing record keeping procedures including the digital maintenance management systems.

• Monitoring and validating of Biomedical Department KPI’s.

• Oversee clinical engineering projects, including medical device/system evaluation, contracts support, installation, and staff training.

• Identifying the critical high-risk equipment and initiating a backup plan in case of equipment failure.

• Reporting all medical equipment and safety-related incidents, conducting and participating in

investigations to determine the causes, developing CAPA (Corrective and Preventive Actions) and

implementing the proposed actions.

• Ensure departmental compliance with regulatory and accreditation requirements (JCIA, DOH, FANR, ADHICS, ISO, DHA etc.) in collaboration with Patient Safety and Quality.

• Implement, review policies and develop procedures related to medical device management.

• Coordinate interdepartmental communication regarding medical equipment and services.

• Plan and recommend biomedical resources including space, capital equipment, staffing, and technology needs.

• Provide orientation, training for biomedical staff on departmental duties and responsibilities as well as ensuring all the clinical end users are provided training on medical equipment.

• Monitor and improve biomedical service quality and patient safety, aligning with hospital-wide priorities.

• Lead biomedical participation in hospital quality initiatives, regulatory requirements, JCIA accreditation, and continuous improvement programs.

• Coordinate with IT and other departments for integration of medical equipment with digital health systems where applicable.

• Manage maintenance contracts related to biomedical equipment and services.

• Promote a culture of safety in biomedical operations across the hospital.

OSH ROLES AND RESPONSIBILITIES:

• Overall responsible for OSH Management system / FMS function and implementation.

• Provide direct supervision and support to OSH Officers in the implementation of UAE Federal & local laws, DOH-OSH, ADOSH-OSHMS, hospital self-regulations, UAE Life safety Code, JCI-FMS programs and applicable legal requirements.

• Ensure that all departments comply with DOH, ADOSH-SF, AACD, NMC SPH AL Ain’s policies, program, plan & SOPs and JCI accreditation standards.

• Collaborate with OSH Officers to develop and review NMC SPH OSHMS policies and procedures.

• Oversee hazard identification, risk assessments, and incident investigations conducted by OSH Officers.

• Review the Monthly collection of OSH KPI’s for the Quarterly performance report and the lead indicators within the NMC SPH facility.

• Review quarterly OSH performance reports from OSH Officers, monitor trends and suggest if any improvements are to be made.

• Ensure timely reporting and corrective action plan submission to OSH / FMS Committee and ADOSH / DOH-OAH through ALADAA system.

• Ensure adequate resources (budget, staff, safety equipment) are allocated to support OSH initiatives.

• Ensure that safety training is provided regularly to all staff and contractors.

• Ensure OSH Officers are taking part in Learning & development programs, workshops, Webinars and refresher courses.

• Act as a liaison between OSH Officers and management to escalate all the OSH concerns to ensure effectively implementing safety protocols.

• Support OSH Officers during ADOSH-SF external audits, DOH-OSH audit, AACD inspections or any regulatory authorities and to address any compliance gaps.

• Oversee the implementation of NMC SHP emergency response plans and ensure the implementation across all department.

• Participate in the appraisal, development, and continuous improvement of OSH Officers annual performance evaluation in collaboration with Corporate EHS.

• To lead the OSH Committee meeting and conduct Management review meeting in collaboration with OSH Officer to present quarterly/ annual OSH performance to top management for continual improvement.

• Review annually the OSHMS Annual report and Plan and support for implementation across the NMC SPH facility.

• Review the contractor OSH related documents for new projects, renovation works, and other related works are reviewed including planned new contracts.

• Review the Monthly OSH Inspection and Annual Internal audit outcomes and suggest for improvements.

General OSH Responsibilities:

• Comply with reasonable OSH instructions, policies and safe working procedures.

• Use of appropriate personal protective equipment and safety systems.

• Be familiar with emergency and evacuation procedures.

• Not willfully or recklessly endanger anyone’s health and safety.

• Assist with the preparation of risk assessments.

• Report OSH Hazards, incidents, Near misses and issues.

• Reduce, Reuse, Recycling of waste as much as possible.

• Attend all OSH Trainings, awareness programs and mock drills.

• Participates in the OSHMS audits, inspections, ensuring standards are maintained.

• Department Managers (HOD’s)

• Develop and implement appropriate OSH Management by ensuring OSH management systems are in place and operating effectively.

• Ensure implementation of applicable DOH OSHMS internal/external OSHMS policies, standards and procedures/SOPs.

• Designating an OSH facilitators who is responsible for coordinating all OSHMS activities within the department. OSH facilitators should be designated.

• Provides a workplace safety induction to all staff in accordance with OSH training requirements.

• Communicating and distributing OSH relevant information to department personnel in a timely manner after the information has been released by EHSMS Department and OSH Committee.

• Ensure to allocate responsibility for OSH management and delegation of authorities

• Ensure adequate resources and budget for OSH management

• Ensure appropriate OSH supervision of employees.

• Ensure appropriate hazards and incident investigation.

• Regularly discuss OSH issues at meeting of departments, management

• Ensure Implementation and monitor the effectiveness of the risk management program at NMCSH, Al Ain.

• Ensure that NMCSH, Al Ain has effective systems for the provision of OSH information, training and supervision.

• Ensure that NMCSH, Al Ain has appropriate emergency procedure are developed.

• Ensure that annually OSH Competency Assessment is conducted for all departmental staff, by evaluating the skills of staff. An action plan and competency records shall be maintained by as per the ADM-EHS-P014-12 OSH competency procedure.

• Biomedical Engineer OSH Responsibilities:

• Maintain the hand tools, portable machines and equipment in good working order at all times.

• Ensure to use and maintain the soldering equipment’s as per the manufacturer.

• Comply with ADOSH-SF Cop 49.0 Compressed Gases and Air.

• Comply & carry out work as per the related SOP of ADOSH-SF/OSHMS NMCSH, programs and targets.

• Facility – Manager OSH Responsibilities:

• Ensure that management of contractors requirements is implemented in NMCSH Al Ain as per ADOSH-SF Requirements ;

• Ensure contractors working in NMCSH Al Ain premises will comply with NMCSH/ADOSH-SF/HAAD EHSMS Requirements and standards.

• Implementation and compliance to ADOSH-SF Requirements during renovation and construction activities in NMCSH Al Ain premises.

• Ensures the Testing of Noise, Air, light and Water in the hospital to be conducted as per the legal requirements.

• Ensures and allocate resources to conduct OSH Audit and Inspection on contractors as per ADOSH-SF Requirements/SOP in timely manner.

• Ensure Incident reporting and investigation directly to the OSHMS Committee /Chairman for contractors.

• Ensures that Joint Risk assessment for contractors is effectively implemented and the takes ownership of the control measures.

• Ensure all Management of changes related facility is communicated and consulted with all OSHMS Committee.

• OSH Investigators:

• Team Member:

• Ensure as soon as practicable following the occurrences, shall collect the statements of witnesses and other relevant to the occurrence.

• Maintain a timeline of events, Include dates and names on initial report, initial and subsequent contact details, meeting /conference calls, and decisions pertaining to the incident.

• Instructs others if conducting case finding or active/enhanced surveillance.

• Ensure an initial written report of the incident is submitted to Team Leader within assigned timeframe by the Team leader.

• Carryout case investigation activities as delegated by the Team Leader.

• Provide daily status report of outstanding and completed investigations to the Team Leader.

• Complete OSH investigation and reporting forms

• Ensure to comply with roles and responsibility defined NMCSH -Hazard, Near Miss And Incident Reporting Policy.

• Team Leader:

• Serves as point-of-contact to the OSHMS Committee/ Administration/EHSMS Dept.

• Interviewing staff or personnel involved.

• Recommend the control and prevention measures.

• Lead daily/as required meetings with investigation team members (If required).

• Discuss findings of investigations, and other related documents to the OSHMS Committee/

• Administration/EHSMS Dept and relevant staff/department involved.

• Ensure a final written report of the incident is submitted to OSHMS Committee /EHSMS DEPT. / Administration before 29 days from the date of Incident.

• OSH Internal Auditor:

• Ensure internal audit is effective to improve its OSH performance.

• Ensure to conduct OSHMS internal audit as per ADOSH-SF/NMCSH Al Ain requirements.

• OSHMS Committee:

• Oversee and direct the planning, coordination, development, implementation, monitoring of implementation and compliance of and with NMCSH OSHMS.

• Evaluate and assess the existing conditions, operations, and practices at NMCSH to determine the impact of and general compliance with OSH.

• Perform risk assessments to identify and generate improvement opportunities and need for process changes to comply with OSH.

• Propose and review OSH program budget, resources, staffing plan, program and staff objectives, action plans, monitoring and reporting, and timelines.

• Review quarterly OSH reports, OSH incident reports and annual independent external NMCSH OSH are sent to DOH as per DOH OSHMS Monitoring and reporting requirements.

• Review and approve the internal audits/inspection plan of OSH and an independent external audits on an annual basis. Audit report/result are reviewed and approved.

• Review the OSH performance and analysis the action plan/root cause if required.

• Authorize the change before implementation and/or startup. Authorization will be documented in the minute of meeting.

• Report to Senior Management the status and progress of the development, implementation, monitoring and compliance on NMCSH OSH requirements a least once per year

• Members:

• Attend committee meetings

• Carry out agreed actions set by the committee.

• To make decisions as a collective group and hold joint responsibility for decisions and actions taken by the committee, even in their absence. They are responsible for ensuring that all decisions are taken in the best interests of the committee and that their role is carried out effectively.

• Chairman

• Can call for emergency meeting giving less than one-day notice for discussion/action on an urgent item;

• Appoint a member of the NMCSH Senior Leadership Team as the Occupational Safety and Health (OSH) Representative with specific responsibility and authority.

• Providing leadership for the members, enabling the committee to act strategically to meet both policies and priorities;

• Nominates Co-Chairman and members;

• Chairing committee meetings;

• Monitoring that decisions taken at meetings are implemented;

• Representing the NMCSH OSHMS functions, meetings

• BCP ROLES AND RESPONSIBILITIES:

• Responsibilities of staff (including all contractors) are:

• Achieving an adequate level of general awareness regarding business continuity Being aware of the contents of their service areas disaster recovery plan and any specific role or responsibilities allocated.

• Participating actively in the business continuity programme when required

• Ensuring information governance standards continue to be applied to data and information during an incident

• Departmental HOD’s/ Manager

• Assessing their specific area of expertise and planning action for any necessary recovery phase, setting out procedures and staffing needs and specifying any equipment or technical resource which may be required in the recovery phase.

• They are responsibility for ensuring that Business Continuity Plans capable of maintaining minimal acceptable standards of service delivery are in place for each department.

• Each division will participate in annual review of Business Continuity Plan and ensure that plans are exercised annually as a minimum and updated as appropriate.

• They will be responsible for the identification and support of Business Continuity Facilitators and are members of the BC Committee.

• They are key role models for effective Business Continuity Management and have responsibility for continuing to provide safe levels of care during Business Continuity disruptions. They must work closely with departmental Business Continuity Facilitator to develop, test, review, maintain and train against departmental Business Continuity Plans.

• They are also responsible for assuring participation in conducting regular audits are carried out, to check Business Continuity equipment such as back up paper systems, torches etc. are functional and accessible.

• Ensure all department staff complete the training.

• A detailed communication plan to be develop and implementation to ensure that staff are notified accordingly for prioritization during crisis or emergency.

• Analysing, evaluating and reporting the performance results of monitoring and measurement to management or required concern including external.

• Bio-Medical Manager:

• Bio-Medical manger will report to the GM and receive briefing.

• Bio-Medical manger will call in extra personnel as needed after reporting to the GM.

• Ensure proper functioning of the bio-medical equipment’s.

• Ensure availability of the medical gasses supplies at all places as demanded.

• Keep all available medical equipment’s ready for immediate use by the departments.

• Coordinate with other units to obtain additional equipment’s if required.

• Be prepared to request additional respirators and equipment as needed.

• Work with the GM to obtain needed equipment.

• Monitor emergency action procedures and coordinate activities related to patient/staff evacuation as needed.

• Ensure that the departmental BIA is reviewed and updated on timely manner.

• Changes are notified to BCPT for review or impact analysis.

• KPI OWNER

• Monitor the JAWADA KPIs.

• Appoint the quality collector.

• Ensures to comply with JAWADA regulations as their review and updates.

• Provides continuous feedback to management and Quality Department to help them make decisions and continuously improve their JAWADA KPI reporting.

• Ensure to attendance and provide feedback to management review related to JAWDA indicators.

• Ensure that corrective and preventive actions plan completion within the specific timeframe.

• Review and submit the JAWADA indicators to quality department within the timeframe.

• Ensure to communicate to quality department to any changes in source or requirements related to JAWADA indicates.

• Additional duties/responsibilities (related to ADHICS) assigned to this position in clear, concise language:

• Health Information Literacy and Skills:

• Adhere to information systems policies and procedures as required by Health Care Organization.

• Ensure that documentation in the health record reflects accuracy, integrity and authenticity

• Privacy, Confidentiality of Health Information:

• Follow security and privacy policies and procedures to the use of networks, including intranet and Internet.

• Follow confidentiality and security measures to protect electronic health information.

• Maintain data integrity and validity within an information system.

• Report any possible breaches of confidentiality in accordance with organizational policies.

• Health Information/Data Technical Security:

• Apply departmental and organizational data and information system security policies

• Basic Computer Literacy Skills:

• Use basic word processing, spreadsheet and desktop presentation applications as applicable to your work.

• Demonstrate proficiency in Windows operating environment.

Demonstrate use of email, addressing, forwarding, attachments, netiquette.