EBME Administrator

Job responsibilities

ROLE AND RESPONSIBILITIESCommunication

Use initiative and discretion when communicating with EBME management and team.

Answer and deal with telephone calls from our customers and suppliers, transferring relevant calls, taking messages or re-directing calls where necessary. Investigating and responding to queries.

Receive emails for EBME team, as necessary or when required to do so, i.e. during annual leave.

Redirecting Engineering requests to the relevant member of the team.

Process post daily and distribute to the relevant member of the team or department.Support the department by liaising with the customers and directing their queries/requests to the relevant team member.

Ensuring that all avenues of communications flow effectively between the different departments within the organisation (stakeholders, e.g. finance, purchasing, clinical groups, IM&T).

Support in the dissemination of information pertaining to medical devices to the various stakeholders and EBME team, as directed by the Management.

Planning and Organising

Responsible for organising meetings on behalf of EBME department. Liaising with relevant groups/stakeholders within the Trust as well as liaising with external organisations and customers.

Responsible for producing all paperwork required and arranging venues, equipment and refreshments as required.

Responsible for organisation any training travel / accommodation requirements for all department staff attending courses.

Responsible for maintaining office diaries meeting room and booking, cancelling and rearranging meetings for EBME Management.

Manage stock control using a computerised database system, ensuring minimum stock levels are maintained and by working in partnership with the purchasing department to ensure prices of parts are kept updated.

Support in the smooth running of the department to ensure that database job records are cleared efficiently and that the records comply to the requirements of the quality management system.

Support the EBME management in quality related administration and planning for quality audits, management reviews the release and implementation of quality/health and safety related processes

Administration and Meetings

Attend all meetings relevant to the EBME department and take minutes of meetings in line with the requirement of the quality management system.

Support EBME Management (in the capacity of Medical Device Safety Officer MDSO), by ensuring that all safety elements and associated administration have been followed and the relevant documents and communications are sent out to the end users.

Support in the general housekeeping on the medical device asset management database.

Ensuring that all relevant elements to support the engineering team are covered, to include (but not exhaustive): central record keeping and data entry into the database for engineers work completed; maintaining electronic stock records (price and qty); audit and maintain makes and models of equipment; support quality managed standing operating processes such as acceptance and condemnation; supporting the departments metrics in place; support the administration of the system; support the document management (service report scanning and attachment to jobs).

Support the department by using trusts purchasing systems to raise orders for parts and services in line with the requirements of the engineering team; receipting and supporting the finance department, i.e. invoices queries matching and receipting of orders and closed off in line with the trusts processes.

Process all correspondence, reports, policies and documents for Clinical Engineering Management.

Responsible for maintaining manuals and electronic filing systems for all aspects of workincluding invoices.

Responsible for updating and archiving records and documents pertaining to the EBME engineering service.

Must be familiar with all quality related processes and roles/responsibilities of staff within the department to assist with general enquiries and to assist with service provision to our customers, including the customer focus element of the quality system (feedback and complaints).

The above list will be typical but not an exhaustive list of duties. Other administrative dutiesmay be required

Educations, Training & Qualifications

Essential

• GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
• NVQ level 3 in Customer Service or Business Administration or equivalent level of education, training or experience.

Desirable

• Minute taking course or qualification

Knowledge & Experience

Essential

• Secretarial / clerical experience.
• Experience of creating agendas and taking minutes (including typing and distribution).
• Minute taking at senior level meetings
• Use of Microsoft Office programmes including Word, Excel and Outlook.
• Diary management.
• Administration work, data input.
• Handling queries through face to face telephone and email handling.
• Understanding confidentiality.
• Awareness of the importance of quality, dignity & rights.

Desirable

• Previous NHS experience

Skills & Abilities

Essential

• Excellent customer service skills
• Excellent oral & written communication skills
• Effective interpersonal skills
• Good planning & organisational skills
• Team Worker
• Ability to address and develop solutions to problems
• Able to work effectively within a team environment
• Evidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationships
• Good IT and keyboard skills with a high level of attention to detail, in particular skills in using a database system
• Competent to deal with sensitive and confidential issues
• Being able to juggle different pieces of work at one time
• Ability to work alone and on own initiative
• Physical skills in the movement of equipment
• High level of concentration when working on e-Quip system
• Sitting at a VDU workstation for long periods of time

Personal Qualities & Attribute

Essential

• Effective communicator
• Flexible
• Professional appearance
• Enthusiastic & motivated
• Organised, attention to detail
• Good telephone manner when making and receiving calls

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).