The Christie NHS FT

Ultrasound Administrator (Service Coordinator)

This job is now closed

Job summary

We are seeking an enthusiastic and highly motivated Ultrasound Administrator to join the Ultrasound section at The Christie NHS Foundation Trust within the directorate of Christie Medical Physics and Engineering (CMPE). We have an exciting opportunity for an individual with good communication and computer skills to join the ultrasound team. CMPE has contracts with 98 health care organisations, both NHS and private. The post holder will assist in the day-to-day operation of the ultrasound department and administration section of CMPE. You should ideally have an NVQ level 4 qualification and experience of Office packages such as Access, Word, Excel, Outlook & Power point. You will need to have good communication skills and be a self-starter who works well in a team and as an individual.

Main duties of the job

The successful candidate will act as the department administrator to coordinate the servicing of ultrasound equipment for the systems on contract. The post holder will be the first point of contact for ultrasound system faults reported by users, getting the relevant information, forwarding it to the engineers and ensuring the equipment is repaired efficiently. You will be required to produce contract offers and liaise with NHS and private organisations to ensure the correct contracts are taken up. You will also be required to conduct Site inspections to ensure CMPE has the correct scanner and contact details for each site and department. You will need to take notes at meetings held by the engineers and produce the minutes.

About us

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Date posted

30 October 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

413-77683-CMPE-SD

Job locations

CMPE Ultrasound Equipment Services - D00005

Wilmslow Road

Manchester

M20 4BX

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Ultrasound:

Responsible for Ultrasound equipment maintenance contracts, and the associated database, currently approximately, £24 million worth of equipment, for both the NHS and Private Hospitals within the Northwest Region, this includes:

1.1 Preparing and checking engineering contracts for new equipment and the renewal of existing maintenance agreements [currently 850 Plus contracts] and liaising with ultrasound section manager.

1.2 Scheduling and coordinating visits for planned maintenance by liaising with equipment managers to maximize efficiency combining visits where possible.

1.3 Scheduling and Booking visits for planned maintenance by liaising with equipment users.

1.4 Liaising with manufacturers and customers in respect of collaborative ultrasound maintenance contracts to ensure appropriate manufacturer contracts are in place and services are delivered most effectively.

1.5 Dealing with issues associated with contracts and negotiating with, Business Managers, EBME Managers, Procurement personnel, Sonographers and Radiographers.

1.6 Maintaining communication and coordination of field engineers to ensure reported faults are dealt with in a timely and efficient manner.

1.7 Managing information relating to work conducted on the ultrasound equipment, inputting job sheets onto the database accurately and ensuring equipment files are kept up to date.

1.8 Continuously monitoring contract delivery, consulting with section leader and engineers to ensure all contracted commitments are complete.

1.9 Continuously monitoring unconfirmed active contracts and determine action to be taken to ensure confirmation and payment prior to work commitment with assistance from ultrasound section manager when required.

1.10 Managing invoices ensuring they are raised for maintenance contracts and ad hoc repairs when required.

1.11 Ensuring that invoices are raised for the charged activity of the department.

1.12 On occasions dealing with cash and cheques from sale of ultrasound equipment.

Preparing information for courses being run or attended by the Ultrasound group and consulting with relevant bodies to book accommodation. With assistance from the General Office, ensures course fees are paid for in a timely manner and any monies forwarded to cashiers and receipts sent to applicants.

Preparing work procedures for area of responsibility to ensure continuity of efficient service delivery. Planning and organising own workload.

Conduct site visits for the purpose of equipment inventory checks (audits) to ensure up-to-date records and accurate pricing. This will include updating customer and manufacturer contact details.

General Office:

On occasions, as and when required, to perform the following duties:

Ensuring sensitive and confidential information is dealt with in an appropriate manner. CMPE deals with a wide range of professional, technical and medical staff both locally and within the NW Region and on occasions with patient enquiries.

Have good understanding of the processes for ordering and invoice purposes.

With assistance from other admin staff, helping to generate non-stock requisitions and call off orders, liaising with Requisition and Supplies and Stores and using Integra.

Complying with the Data Protection act when dealing with new staff references.

Providing support to the ultrasound team in planning work schedules and office administration activities.

Taking minutes during team meetings and other meetings as required.

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Ultrasound:

Responsible for Ultrasound equipment maintenance contracts, and the associated database, currently approximately, £24 million worth of equipment, for both the NHS and Private Hospitals within the Northwest Region, this includes: