Job summary
An exciting opportunity of MEMS Help Desk Administrator has become available to join supporting medical technology in this large central London teaching hospital Trust
The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and general administrative support to the Department.
The Administrator will play a key role in the efficient day to day activities of the department. The post holder will often be the first point of contact for the department and will be required to communicate in a professional and courteous manner.
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
Main duties of the job
Medical Physics provides a comprehensive range of scientific and technical services to all of the Trust's main acute and community sites. The core purpose of the Medical Equipment Management Services (MEMS) Section, in which this post is based, is provision of repair, calibration and maintenance to a wide range of diagnostic and therapeutic medical equipment, to ensure equipment operates effectively and safely with a minimum of downtime. Our MEMS service are spread across multiple sites, our main hospital sites at Guy's and St. Thomas' (London) and our offsite logistics facility in Dartford. This opportunity will support operational activities across our workshops sites and you may be required to work at a different site depending on the work demand.
- Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
- Provide administrative support within the service, including cross cover for administrative team members as required.
- Provide advice and support to new or less experienced employees on own administrative duties.
- Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
About us
Applicants will be expected to have a genuine affinity to the Trust's values; putting patients first in all they do. High standards of spoken and written communication and interpersonal skills will be an advantage, as well as some understanding of the modern healthcare environment.
This post would be ideally suited to an applicant able to motivate themselves from an interest in getting involved in the operations and productivity of an acute hospitals trust and having a concern for the quality of support delivered to frontline clinical services.
Successful applicants will also need to be able to occasionally work flexibly outside conventional working hours; where such demand arises.
Job description
Job responsibilities
- Receive incoming equipment and requests
- Call log incoming equipment and requests on the database
- Check and correct accompanying records. Ensure there is prior agreement to pay before work is undertaken.
- Create, attach and update status labels.
- Assist in the recording of work as it progresses and is completed.
- Ensure serviced equipment is collected by customers or by portering staff.
- Assist in the monitoring of work. Spot delays and other problems and facilitate remedial action.
- Keep records of contracts and maintenance schedules
- Prepare materials for technical staff to record services
- Facilitate actions in response to Medical Device Alerts and other safety notices.
- Enter and update data in the Trust Medical Equipment Database.
Equipment Inventory
- Enter and update data in the Trust Medical Equipment Database.
- Enter new records for new items
- Correct errors in existing records
- Remove relevant paper records
- Perform database searches and report results
Administrative
- Help with the generation of monthly financial recharges
- Record, label, store, remove and destroy service manuals to keep an up to date stock
- File, index, label, remove, archive and destroy service records to keep a legal record
- Monitor, reorder, receive, and store stocks of components and spares to maintain stock levels
- Make out requisitions for goods and services including components, obtaining appropriate signatures
- Ensure that goods and services on requisitions are ordered, delivered and accepted bringing any problems to attention of senior staff
General
- Work on any Trust site
- Keep work spaces clear and well ordered.
- Ensure work the post-holder carries out complies with the Departments Quality System, set procedures of work and codes of conduct, and conforms to the appropriate quality standards.
- Participate fully in services related to a Trust Major Incident response
- Participate in regular management meetings with fellow staff.
- Cooperate with the Head of MEMS and his Deputies to ensure the smooth running of the Section.
- Ensure customers receive a high quality, prompt and efficient service and are kept up to date on the progress of their outstanding work.
- Contribute to Section meetings and take notes.
- Facilitate and assist in Quality System management.
Job description
Job responsibilities
- Receive incoming equipment and requests
- Call log incoming equipment and requests on the database
- Check and correct accompanying records. Ensure there is prior agreement to pay before work is undertaken.
- Create, attach and update status labels.
- Assist in the recording of work as it progresses and is completed.
- Ensure serviced equipment is collected by customers or by portering staff.
- Assist in the monitoring of work. Spot delays and other problems and facilitate remedial action.
- Keep records of contracts and maintenance schedules
- Prepare materials for technical staff to record services
- Facilitate actions in response to Medical Device Alerts and other safety notices.
- Enter and update data in the Trust Medical Equipment Database.
Equipment Inventory
- Enter and update data in the Trust Medical Equipment Database.
- Enter new records for new items
- Correct errors in existing records
- Remove relevant paper records
- Perform database searches and report results
Administrative
- Help with the generation of monthly financial recharges
- Record, label, store, remove and destroy service manuals to keep an up to date stock
- File, index, label, remove, archive and destroy service records to keep a legal record
- Monitor, reorder, receive, and store stocks of components and spares to maintain stock levels
- Make out requisitions for goods and services including components, obtaining appropriate signatures
- Ensure that goods and services on requisitions are ordered, delivered and accepted bringing any problems to attention of senior staff
General
- Work on any Trust site
- Keep work spaces clear and well ordered.
- Ensure work the post-holder carries out complies with the Departments Quality System, set procedures of work and codes of conduct, and conforms to the appropriate quality standards.
- Participate fully in services related to a Trust Major Incident response
- Participate in regular management meetings with fellow staff.
- Cooperate with the Head of MEMS and his Deputies to ensure the smooth running of the Section.
- Ensure customers receive a high quality, prompt and efficient service and are kept up to date on the progress of their outstanding work.
- Contribute to Section meetings and take notes.
- Facilitate and assist in Quality System management.
Person Specification
Essential criteria and Desirable
Essential
- Relevant NVQ 3 (including Maths, English and a science). GCSE A-C grade in Maths and English, or equivalent qualification or equivalent supervised experience
Desirable
- Some knowledge of medical device operation, medical techniques and scientific terms.
Essential and Desirable
Essential
- Practitioner experience of administrative and clerical work.
Desirable
- Good written and spoken English
Essential and Desireable
Essential
Desirable
- Experience in administration in the NHS
Person Specification
Essential criteria and Desirable
Essential
- Relevant NVQ 3 (including Maths, English and a science). GCSE A-C grade in Maths and English, or equivalent qualification or equivalent supervised experience
Desirable
- Some knowledge of medical device operation, medical techniques and scientific terms.
Essential and Desirable
Essential
- Practitioner experience of administrative and clerical work.
Desirable
- Good written and spoken English
Essential and Desireable
Essential
Desirable
- Experience in administration in the NHS
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
