Administrator

Job description

Job responsibilities

Technical and Clinical Responsibilities

- Sensitively exchange information with the user and other stakeholders, using terminology which ensures understanding by all parties noting that there is a likelihood that English is not the first language. There is also a need to have understanding of cultural differences of differing ethnic groups. There is also a need to have an up to date knowledge of relevant current legislation in the field of disability.

- To understand and empathise with users with particular disabilities that may make communication difficult, this will require knowledge of different communication systems including non-verbal systems such as type talk, fax and email.

- To understand and empathise with users or carers where collection of wheeled mobility equipment is being made following bereavement. There is also a need to be able to communicate with users who are annoyed/frustrated or distressed about the equipment they have, not functioning.

- To ascertain the nature of the problem regarding the users equipment and obtaining sufficient information to allow the Rehabilitation Engineering Technician to facilitate the repair.

- Independently identify with the user and other stakeholders whether the maintenance/repair work required is routine or urgent. Acting on this information and negotiating with the user/carer when the job is able to be completed ensuring that the work is scheduled within the contracted timescales.

- Independently organise with the user and other stakeholders, the delivery of equipment prescribed by the wheelchair service, verifying that all equipment is available for delivery. Acting on this information and negotiating with the user/carer when the job is able to be completed ensuring that the work is scheduled within the contracted timescales.

- Independently organise with the user and other stakeholders, the collection of equipment prescribed by the wheelchair service, verifying which equipment should be collected utilising the specialist database. Acting on this information and negotiating with the user/carer when the job is able to be completed ensuring that the work is scheduled within the contracted timescales.

Systems and Data Management

- Utilising the specialist database, complete electronic repair/delivery/collection records to ensure that all information associated with that activity is recorded, ensuring that a full patient and equipment history is available.

- Utilising the specialist database, generate and maintain a catalogue of spare parts to ensure that these can be easily identified based on the manufacturers technical information.

- Generate and dispatch purchase orders utilising the specialist database from electronic stock information or specific instructions, completing the Trusts standard documentation.

- Completion of electronic goods inwards records utilising the specialist database to ensure that equipment is fully traceable from receipt to disposal.

- Completion of electronic quarantine records utilising the specialist database to ensure that equipment is fully traceable from receipt to disposal this includes direct supplier contact to ensure that quarantined equipment is resolved efficiently so that the committed work can be completed within the target timescale.

- Independently setup and maintain a paper filing and archiving system for patient and equipment records which allows documents to be easily securely and safely stored in relation to the Data Protection Act as well as being easily able to be retrieved should the need arise.

- Ensure that local electronic data backup is undertaken for the entire network, testing the data backup as necessary to confirm that data integrity is maintained.

- Record user complaints/feedback in to the quality management system ensuring that they are brought to the attention of the Service Manager within the required timescales.

- Maintain and update the equipment stock management records, in both electronic and paper form. Distribute the stock management records to the relevant personnel at agreed intervals.

- Co-ordinate the diary and schedule availability of all technical staff in relation to user related work activities.

- Opening and sorting of all incoming post ensuring that it is distributed to other members of the team as appropriate.

- Organising and sorting of all outgoing post ensuring that it is distributed to the relevant parties as appropriate.

- Maintain local sickness absence and annual leave records to support those of the parent department.

- Complete progress chasing of outstanding purchase orders to ensure that planned work can be achieved in the required timescale.

- Setup and maintain a committed expenditure accounts spreadsheet for each financial year to allow the Maintenance Service Manager to manage non-pay costs. Highlighting any significant areas of interest to the Head of Rehabilitation Engineering Division.

- Prepare creditors invoices for payment by assuring that they are accurately coded and highlighting any anomalies between the invoice and purchase order for the authorised signatory.

- Maintain appropriate stock of stationary and computer consumables for the department.

- Maintaining suitable stocks of procurement non-stock requisitions to assure that local purchasing arrangements are able to work effectively.

- Ensure that specialist service database is functioning correctly, recording all identified faults, providing feedback to the database support department, arranging for repair or installation of upgrade patches as necessary.

- Ensure that all office equipment is functioning correctly, arranging for repair or replacement as necessary.

- Maintaining an up to date library of equipment user manuals to ensure that all equipment provided to end users has suitable documentation available.

- Provide cross cover for other administrative staff within the department where necessary.

- Adopt a flexible approach to time management to ensure that quality of service to the user is maintained and stakeholders, in line with the service level agreement.

- Ensure all work complies with the divisional quality system procedures and that any changes in practise are notified to the local Quality Representative.

- Issue and withdraw both electronic and paper documents to the field staff ensuring that document control is assured throughout the site.

- Undertake audit of completed work independently using a variety of methods as a tool to increase the effectiveness of the service.

- Develop the service for the purposes of improved quality and more effective maintenance/servicing of equipment.

Person Specification

Education and qualifications

Essential

• NVQ Level 2 in Business Administration, or equivalent qualification.
• Previous administration experience. ? Knowledge

Knowledge and Experience

Essential

• Computer literacy in genera Windows utilities and competency in Microsoft Word, Outlook, Excel and Access.

Skills and Competences

Essential

• Strong diplomatic and negotiating skills and the ability to balance objectives with conflicting priorities. Able to negotiate in sometimes hostile and emotive environments.
• Strong written and verbal communication skills with a wide range of people of differing ethnic origin and whom, because of disability and cognitive impairment may not be able to communicate well.
• Able to receive, record and manage highly complex and confidential information (written or verbal) and to be able to communicate such information at a level acceptable to that of the recipient, whilst ensuring data security.

Desirable

• Good listening skills and a sympathetic approach to patients and carers, with the ability to handle conflicting views and requests from patients
• Capable of prioritising own workload. (Test)

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.

Certificate of Sponsorship

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).

Employer details

Employer name

King's College Hospital NHS Foundation Trust

Address

Unit 4&5

British Wharf Industrial Estate

Landmann Way, London

SE14 5RS

Employer's website

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