Medical Equipment Planning Technical Administrator

Job description

Job responsibilities

1. Patient / Client Care

1.1 Daily work associated with co-ordinating and supporting the administration functions of the Medical Equipment Planning Unit (MEPU) by;

a) Communicating with internal and external stakeholders, requesting service reports.

b) Interpreting reports and querying exceptions with information and chasing up suppliers for this information.

c) Liaison with external suppliers and Medical Equipment Services Unit (MESU) team leaders to arrange visits to NUH with suppliers to commission/install medical equipment.

d) Send received service reports to the Clinical Engineering Business Support Unit (BSU) for administration.

e) Communicating with clinical and managerial staff in the organisation with progress and updates regarding commissioning/installation visits from external suppliers.

f) Electronic filing of medical equipment manuals.

1.2 Daily work supporting the chasing up of and administration of medical device approvals;

a) Communicating with internal and external stakeholders

b) Requesting and chasing Pre-acquisition Questionnaires from suppliers.

c) Sending received confirmations to MEPU coordinator

d) Escalating issues to team leader for action.

e) Liaison with team leader.

1.3 Daily work associated with administration of equipment activity records;

a) Update the Medusa database with records of service reports, following departmental procedures and filing following departmental document naming conventions.

1.4 Daily work associated with supporting MEPU by;

a) Screening phone calls, enquiries and requests, and handling them when appropriate;

b) Meeting and greeting visitors at all levels of seniority;

c) Organising and maintaining diaries and making appointments;

d) Attending meetings to record minutes and produce an accurate record of these thereafter, and within a defined timeframe;

e) Preparing agendas and communicating these out to invitees.

f) Raising medical equipment approval requests and medical equipment planning requests

1.5 The post holder will assist MEPU in preparing equipment and assessing equipment readiness for deployment to clinical teams.

1.6 The post holder should be prepared to undertake any other duties, which may be reasonably required, as directed by the Medical Equipment Planning Manager

1.7 The post holder should be able to use their own judgement and initiative to prioritise the importance and urgency of tasks within defined guidelines.

1.8 Assist MEPU with appropriate filing, photocopying, scanning and faxing of relevant document.

1.9 Work within the limits of the Information Governance code and maintain confidential NUH and patient/carer information.

2. Policy and Service Development

2.1 Work in accordance with the sections integrated management system, work instructions and Trust policies procedures.

2.2 Maintain appropriate documentation in support of the sections activities.

2.3 To be conversant with the departments equipment management database system and to use it appropriately to record work activity in accordance with agreed Clinical Engineering procedures.

2.4 To work in accordance with Clinical Engineerings quality system procedures and to share in the responsibility for performing audits of the compliance with those procedures.

2.5 To participate in regular meetings to ensure the efficient and effective working of MEPU and to provide constructive criticisms, ideas and comments to assist senior staff to improve the quality of the service provided.

2.6 All members of the department are expected to assist on a day-to-day basis with monitoring the quality of the service provided by Clinical Engineering, ensuring that relevant quality procedures and standards are adhered to.

3. Physical and Financial Resources

3.1 To maintain a safe working environment, adhere to the Trusts, Departments and local Health, Safety and Welfare policy and procedures and to bring to the attention of senior staff any issues of Health and Safety as they occur.

3.2 Support the security of equipment and records within the office areas.

4. Human Resources

4.1 To liaise directly with clinical staff and with other managerial, engineering, technical and administrative staff within Clinical Engineering; the establishment and maintenance of good relations with all appropriate personnel is an important aspect of this.

4.2 To take part in Individual Performance and Competency Review within MEPU and receive training appropriate to the development of the service and post holder.

4.3 To maintain an individual record of training to support the post holders Personal Development Plan (PDP).

4.4 To maintain up to date knowledge of relevant policies and procedures.

5. Information Resources

5.1 To participate in the admin and clerical duties with regard to the equipment management database system, including:

a) Closing adoption jobs, ensuring accurate recording of where and to whom equipment has been deployed to

b) Assisting in the administration and updating of the electronic orders system together with monitoring outstanding orders in a timely and efficient manner.

6. Research and Development

Participate in audits undertaken within the sections integrated management system.

Person Specification

Experience

Essential

• Experience of administrative management and procedures.
• Experience in using range of computerised software including MS Office, networked systems and bespoke databases.
• Electronic diary management.
• Independent working.

Desirable

• Previous experience of working in the NHS.
• Previous experience working in a service support environment.
• Previous knowledge of dealing with medical equipment and medical equipment databases.
• Previous experience administering service reports into computerised equipment managements systems.
• Proven secretarial experience.

Communication and Relationship Skills

Essential

• Must be able to receive and interpret information clearly and accurately from both verbal and documented reports.
• Able to clearly and accurately convey information in different formats - emails, spreadsheet, letters etc.
• Maintain sensitivity and empathy in communication with all staff.
• Friendly and professional manner.
• Can complete letters, forms, reports & tables using computerised technology from information collected.
• Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues.

Desirable

• Secure agreement or co-operation at the appropriate levels of the organisation.
• Has ability to motivate, coach and mentor others within the team.

Analytical and Judgement Skills

Essential

• Proposes changes to practices, procedures for own area.
• Able to use judgement to make decisions in order to solve problems/enquiries.
• Uses resources cost effectively.
• Works in line with the teams as well as organisational goals and objectives.
• Able to escalate problems when outside of capabilities.

Planning and Organisation Skills

Essential

• Able to adjust plans and programmes where circumstances require it.
• Manage and develop paper based and/or computer filing systems.
• Demonstrates an ability to organise own work schedule.
• Demonstrates an ability to delegate and organise work for others.
• Manages time effectively and displays initiative.
• Works within prescribed deadlines.
• Ability to prioritise workload.

Physical Skills

Essential

• Use of VDU equipment and sitting at a keyboard for long periods of time.

Other

Essential

• Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace.
• Demonstrates a flexible approach to work.
• Remains calm and co-operative under pressure or in difficult and uncertain situations
• Gives consistent and stable performance under pressure.
• Demonstrates enthusiasm and a conscientious approach to work, advocating this to others.
• Highly motivated.
• Displays self-confidence, innovation and positive image
• Ability to work on either campus.

Desirable

• Driving licence.

Trust Values & Behaviours

Essential

• Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

City Hospital

Hucknall Road

Nottingham

NG5 1PB

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)