Job summary
This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women's Hospital or, The Walton Centre.
We are looking to recruit a Project Support and Maintenance Contracts Administrator to support with managing maintenance contracts for a broad range of medical devices to ensure that they are efficiently managed, compliance is upheld, and service delivery meets agreed standards.
The role requires involvement with various services including clinical users, Medical Engineering, and Procurement, liaising closely with medical device suppliers.
Our ideal candidate will have experience of working with electronic databases & data entry, excellent customer & administrative skills, and have an understanding of procurement systems & processes.The successful candidate will be based on the Royal Liverpool Hospital site, working Monday - Friday 8.30-4.30pm
Main duties of the job
To undertake this role the successful applicant will have experience of working with databases, good all round administration and customer service skills.
You be liaising with service users and external suppliers and will be able establish a good rapport and professional relationships with others.
Main duties of this role:
o Contract Management - ensure appropriate maintenance contracts for a variety of medical devices are managed efficiently, and act as the first point of call for maintenance related queries
o Administrative Support - data entry into asset management system, arranging maintenance visits, and ensuring records are updated
o Compliance & Documentation - ensure all statutory compliance certificates and documentation are collated and accessible
o Financial Oversight - support procurement activities by obtaining quotes and raising requisitions, whilst tracking spends and budgets
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit theircareers page.
Job description
Job responsibilities
o Contract Managemento Monitor and track maintenance contracts for medical devices, ensuring compliance with terms and conditions.o Maintain accurate records of contract documentation, including variations, renewals, and compensation events.o Liaise with contractors and suppliers to ensure timely delivery of services and resolution of issues.
Administrative Supporto Input and manage data in asset management system.o Prepare reports on contract performance, spend analysis, and compliance metrics.o Schedule and coordinate meetings, including minute-taking and action tracking.
Compliance & Documentationo Ensure all statutory compliance certificates and documentation are filed and accessible.o Review and evaluate contractor Risk Assessments and Method Statements prior to site visits.o Support audits and inspections by providing relevant documentation and reports.
Communication & Coordinationo Act as the first point of contact for maintenance-related queries.o Collaborate with internal teams (e.g. Medical Engineering, Procurement, Clinical users, Finance) to support contract delivery.o Monitor shared inboxes and distribute communications to relevant stakeholders.
Financial Oversighto Assist in processing purchase orders and invoices related to maintenance contracts.o Track spend against budget and flag anomalies or overspend.o Support procurement activities by obtaining quotes and raising requisitions.
Job description
Job responsibilities
o Contract Managemento Monitor and track maintenance contracts for medical devices, ensuring compliance with terms and conditions.o Maintain accurate records of contract documentation, including variations, renewals, and compensation events.o Liaise with contractors and suppliers to ensure timely delivery of services and resolution of issues.
Administrative Supporto Input and manage data in asset management system.o Prepare reports on contract performance, spend analysis, and compliance metrics.o Schedule and coordinate meetings, including minute-taking and action tracking.
Compliance & Documentationo Ensure all statutory compliance certificates and documentation are filed and accessible.o Review and evaluate contractor Risk Assessments and Method Statements prior to site visits.o Support audits and inspections by providing relevant documentation and reports.
Communication & Coordinationo Act as the first point of contact for maintenance-related queries.o Collaborate with internal teams (e.g. Medical Engineering, Procurement, Clinical users, Finance) to support contract delivery.o Monitor shared inboxes and distribute communications to relevant stakeholders.
Financial Oversighto Assist in processing purchase orders and invoices related to maintenance contracts.o Track spend against budget and flag anomalies or overspend.o Support procurement activities by obtaining quotes and raising requisitions.
Person Specification
LAASP Employee
Essential
- Current employee of a LAASP organisation
Qualifications
Essential
- GCSE English Language & Maths or equivalent
- RSA 2(or equivalent) Typing/WP ability
Desirable
- Ability to produce documents to a high standard
Experience
Essential
- Demonstrable previous document/system control experience
Desirable
- Knowledge of NHS and/or Project Management environment advantageous
- PRINCE 2
Knowledge
Essential
- Thorough understanding of MS Office software packages, including Microsoft Outlook
- Excellent knowledge and understanding of MS Word and associated packages.
Desirable
- Advanced Word, Excel, Powerpoint, Database Management Project Office software, e.g. MS Project Standard
Skills
Essential
- Ability to work within a high pressure environment, and have the ability to multitask
Other
Essential
- Excellent interpersonal skills, the ability to communicate effectively with all internal stakeholders, and external suppliers
- Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
- Must have an excellent telephone manner
Person Specification
LAASP Employee
Essential
- Current employee of a LAASP organisation
Qualifications
Essential
- GCSE English Language & Maths or equivalent
- RSA 2(or equivalent) Typing/WP ability
Desirable
- Ability to produce documents to a high standard
Experience
Essential
- Demonstrable previous document/system control experience
Desirable
- Knowledge of NHS and/or Project Management environment advantageous
- PRINCE 2
Knowledge
Essential
- Thorough understanding of MS Office software packages, including Microsoft Outlook
- Excellent knowledge and understanding of MS Word and associated packages.
Desirable
- Advanced Word, Excel, Powerpoint, Database Management Project Office software, e.g. MS Project Standard
Skills
Essential
- Ability to work within a high pressure environment, and have the ability to multitask
Other
Essential
- Excellent interpersonal skills, the ability to communicate effectively with all internal stakeholders, and external suppliers
- Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
- Must have an excellent telephone manner
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).
