Sterile Services Production Service Manager

Detailed job description and main responsibilities

Operational leadership & service delivery

• Direct daily production activities across washroom, IAP, sterilisation, cooling, release, storage, and dispatch to ensure alignment with demand and SLA/turnaround objectives; proactively manage capacity, staffing, and machine availability.
• Maintain comprehensive traceability of devices and sets at all stages using departmental information systems; rigorously uphold traceability protocols and recall procedures.
• Execute contingency and business continuity strategies during downtime and coordinate effective communication with kitting & carting, theatres and clinical stakeholders.
• Oversee daily and weekly production planning, coordinating staffing, equipment, and workflows across washroom, inspection/assembly/packing (IAP), sterilisation, and dispatch to consistently achieve turnaround targets and right-first-time quality standards.
• Monitor and control production KPIs—including sets processed, rework, failed loads, equipment utilisation, and backlog—and implement corrective actions as necessary to address performance variances.
• Schedule downtime, maintenance, and validation periods in collaboration with AP(D)/CP(D) and engineering teams to minimise service disruptions; initiate business continuity procedures when required.
• Ensure proper segregation and traceability from receipt through dispatch utilising the department's information and track-and-trace systems.

Quality management, compliance & audit

• Support the operation of the Quality Management System (ISO 13485), including SOPs, records, and all controlled documents.
• Ensure compliance with HTM 01‑01, MHRA requirements, and internal governance.
• Coordinate external audits and inspections, escalate issues as needed, and ensure management oversight.
• Contribute to internal audit schedules and quality assurance testing, address non-conformances, and oversee production practices in line with relevant standards and manufacturer Instruction for Use (IFUs).
• Manage daily/weekly equipment checks, environmental monitoring, and take corrective action when necessary.
• Prepare for audits and certification visits, coordinate CAPA responses, and keep accurate, compliant records.

People leadership, training & competency

• Manage Supervisors, Team Leaders, Technicians, and production staff, including recruitment, induction, rostering, appraisals, performance, and conduct.
• Support the local competency framework; ensure training logs, re-assessment, and CPD comply with IDSc and AHCS standards.
• Promote a culture of learning, psychological safety, and continuous improvement.

Performance, data & information

• Set and monitor key performance indicators (KPIs), such as instrument/set turnaround times, defects, failed loads, complaints, audit actions, capacity utilisation, and downtime.
• Produce monthly reports to track and evaluate department performance.
• Ensure the integrity of the department information system, managing non-conformance, tracking locations, monitoring machine status, and maintaining product recall readiness.
• Utilise the decontamination IT system to manage workflow, generate performance reports, handle non-conformance issues, and track sets/assets.

Governance, risk & incident management

• Lead investigations of incidents and non-conformance reports, determine root causes, implement corrective or preventive actions, escalate clinical incidents as needed, and update risk register entries.
• Participate in and contribute to the Decontamination Safety Group (DSG), ensuring board-level awareness and Trust-wide assurance of safety issues.
• Foster a positive safety culture by keeping risk assessments up-to-date—including those for COSHH and manual handling—and ensuring relevant controls are implemented, such as strict enforcement of PPE and hygiene protocols.
• Direct or support incident reporting and investigation processes, conduct trend analyses, disseminate learning outcomes, and coordinate product holds, recalls, and clinical incident responses with theatres and infection prevention/control teams.
• Maintain effective document management practices and ensure compliance with standard operating procedures and permits-to-work requirements.

 Resources & finance

• Manage delegated budget areas (consumables, test devices, PPE); contribute to budget setting, procurement, and cost improvement plans; ensure safe use/maintenance oversight of complex equipment.
• Maintain inventory levels for detergents, wraps, indicators and spare parts; evaluate new products and support procurement processes.

 Stakeholder management & service development

• Serve as the principal production contact for Oxford Kitting and Carting, theatres and, and other stakeholders; facilitate service reviews, customer feedback processes, and drive continuous improvement initiatives (Lean methodology, flow optimisation, capacity planning).
• Develop policies with the Quality Manager and implement service modifications extending beyond individual areas, ensuring alignment with NETB/2024/1 and Trust strategy.
• Act as the primary liaison for Oxford Kitting and Carting, theatres and clinics regarding production status, constraints, and recovery plans; chair or participate in stakeholder meetings and service reviews.
• Collaborate with scheduling teams, Oxford Kitting and Carting, and theatre staff to coordinate instrument set availability with planned activities; oversee management of loan/set repairs, maintain vendor communication, and ensure compliance with decontamination certification and traceability protocols.
• Lead and contribute to Continuous Improvement projects (Lean, Six Sigma, 5S) aimed at optimising workflow, reducing variation and rework, and enhancing staff experience.
• Support business case development, capacity modelling, and future service design—including integration of new technologies (such as robotics and minimally invasive instruments) and infrastructure upgrades