Technical Services Administrator/Contracts Co-ordinator

Job description

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Technical Services Administrator / contracts co-ordinator

Pay Band: 3

Hours: 37.5

Contract: Permanent

Location / Department: Technical Services Department

Alexandra / Kidderminster Hospitals

Accountable to: Technical Services Manager / Supervisor

Reports to: Technical Services Manager / Supervisor

Ref:

Job Purpose: To provide a comprehensive secretarial and administrative service to the Technical Services Team. Coordinate and liaise with external companies / contractors across a range of functional areas. Proactively manage service maintenance contracts and associated renewals for medical devices across all sites of the trust. Receive, process and manipulate large volumes of data in a variety of formats. Operate the Technical Services asset management database. Positively contribute and support a range of complex and detailed projects as generated by the Technical Services Management team. Assist with contract/cost saving tasks and other financial duties appropriate to the post.

The post holder will also be required to demonstrate a significant amount of initiative in organising his/her own work load and taking decisions and actions for routine and non-routine site services issues.

Dimensions: The post has no line management and limited budgetary responsibility.

Key Working Relationships: Internal - Day to day departmental staff, Managers/Supervisors across the Trust. External - Medical equipment companies, Technical Services suppliers, any company supplying the Trust with goods or services.

Key Duties:

1. To provide and manage administrative support across the full range of its duties and responsibilities.

2. To work with the Technical Services management team on such projects that may be initiated over a full range of services.

3. Take overall responsibility for ensuring invoices are correct and necessary back up information supports invoices. Ensure invoices are authorised and payments made within set timescale. Provide a detailed account of all expenditure for all budgets within the department and produce reports. Maintaining expenditure records and budgets are monitored.

4. To undertake the ordering of goods and services on behalf of the Technical Services team and management including providing cover and support with procurements electronic systems.

5. To Liaise with Finance Department regarding re-charges as appropriate including general day to day enquires and to pursue any financial queries raised between contractor and finance dept.

6. To Maintain records of all Technical Services external contracts and review / renewal dates.

7. To administer, update and maintain the Technical Services asset management database.

8. Coordinate the Technical Services departments Datix responses, monitor and report on a monthly basis.

9. To maintain the Technical Services departments PDR and training records.

10. To act as Technical Services team first point of contact for telecommunications support / help desk inquiries.

11. To complete and generate departmental performance reports.

12. To manage external third party maintenance contracts for medical equipment. Ensure orders are placed in time to maintain cover of equipment, co-ordinate call-outs/site visits with end users and contractors.

13. To manage repair of Medical Devices covered by the contract, placing orders and arranging repair and service as appropriate.

14. To liaise with suppliers to obtain best price for services/goods/contracts.

15. To support the Team in monitoring performance and services provided by external suppliers.

16. To collate and reconcile invoices/delivery notes against usage records.

17. To maintain stock levels of stationery, spare parts and other ad-hoc items.

18. To assist with the process of contractor site visit management for Technical Services to include contractor sign in/out recording, local inductions and limitation of access permits.

19. To liaise with the Technical Services teams on daily operational issues and site management issues as required.

20. Providing a support service and advisory role for both routine and non-routine problems to staff.

21. To undertake all secretarial duties in respect of the team including, typing, photocopying, message taking, distributing post, managing diaries, raising purchase orders and preparing files and documents for meetings.

22. To service meetings, take minutes and ensure distribution of minutes taking appropriate follow-up action.

23. To undertake any other duties as may be agreed in the course of undertaking this role, in accordance with the grade and nature of the post.

24. To liaise with user departments confirming inventory /schedule is correct and funding is clearly identified.

25. To check cost against previous years contracts and inform the Technical Services management if there is discrepancy requiring re-negotiation.

26. To raise requisitions for contracts and waivers as necessary.

27. To liaise with contractors on any special arrangements required by user department.

28. To keep the Technical Services management informed of the financial situation and particularly any short falls in funding.

29. To ensuring service visits are completed as per contract schedule, keep and record electronic copies of service reports including paper copies in the contract folder for reference where appropriate.

30. To arrange call-outs when necessary liaising with the user department for a convenient time/date to attend site.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Driving this commitment are the Trust-wide signature behaviours:

Do what we say we will do

No Delays, every day

We listen, we learn, we lead

Work together, celebrate together

Standard Clauses:

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor.

Person Specification

Experience

Essential

• Experience of NHS IT systems including asset management systems.
• Experience of NHS finance and procurement systems.
• Experience of providing telephone support to customers, end users and Trust staff.
• Experience of receiving and dealing with queries and escalations, and actioning where applicable.
• Experience of providing system user support.
• Experience of working on a helpdesk and troubleshooting complex issues.
• Experience working with high value contracts and associated administration activates.
• General office administration knowledge and experience.
• General awareness and knowledge of a wide range of medical devices

Desirable

• Patient experience
• I-Proc experience
• E-Equip experience

Other Job Requirements

Essential

• Ability to travel to sites other than base as required.

Qualifications

Essential

• GCSEs English and Maths or equivalent.

Desirable

• Qualified to NVQ level 3.
• IT related qualification.
• ECDL.
• Relevant vocational qualifications.

Personal Qualities

Essential

• Ability to work on own initiative.
• Methodical approach to work.
• Attention to detail.
• Flexibility.
• Willingness to learn.

Skills/ Knowledge

Essential

• Knowledge of NHS organisation.
• Detailed knowledge of rules governing patient confidentiality and data protection.
• Understanding of clinical priorities and changing NHS environment.
• A good knowledge of MS Office Excel and Word.
• Good written and verbal communication skills in order to communicate effectively to end users.
• Minute taking skills.
• Good problem solving skills.
• Ability to take on and understand new systems quickly.
• Good communication skills.

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

Worcestershire Acute Hospitals NHS Trust

Address

The Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B987UB

Employer's website

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