Medical Engineering Administration Officer

Job description

Job responsibilities

Ordering and receipt of spares including the following receipt, cataloging, handling and distribution of spares including consumable items.

o Raising of orders for spare parts

o Effective communication with suppliers ensuring the correct part is ordered

o Price negotiations including some bulk purchase for high usage spares

o Receipt of spare parts, consumable items and services

o Booking in of all received goods/services

o Maintenance of accurate ordering information and records

Ordering and procurement of devices from the agreed capital replacement list

o Ensuring the quote received is valid and up to date

o Completion of single quote waivers where required for device procurement

o Liaise with the care group supplies teams

o Obtaining authorisation for completed orders from the planning office, finance and charitable funds

o Updating and storing centrally device documentation to ensure this is available to engineering staff and clinical users including but not limited to Service manuals, Operators manuals, PAQ

o Liaise with the Chief Medical Engineer / Head of Medical Devices to determine the best maintenance options for new devices and forward the proposals to the end users

Responsible for maintaining stationary stocks cross bay

Archive and storage of the extensive history of correspondence, work history and related paperwork in line with data retention guidance.

Maintenance of confidential electronic staff records

Recording of private customer information across the 3 sites.

Telephone contact point and liaison for all incoming ordering and financial enquiries.

Efficient message recording and directing of calls messages to other members of staff.

Assist the Chief Medical Engineering Technician with the smooth and efficient running of the department(s).

Assist the Chief Medical Engineering Technician to Introduce, develop, and amend the working policies and practices offered by the department(s).

Provide administrative support for the Medical Device Management group

Oversee Medical engineering staff training records

o TMS coordinator

o Add mandatory courses to all staff TMS records as required by the Chief Medical Engineering Technician or Head of Medical Devices

o Check and report non-completion of mandatory training of staff members to the Chief Medical Engineering Technician

Checking of individual training records to ensure required information is recorded

ISO 9001:2015 Quality Auditing as part of system reviews.

Attend departmental staff meetings, taking minutes, updating of action plans and distributing to staff.

Prioritizing own and others work to meet set deadlines and improve efficiency of service within the department.

Have the ability to work unsupervised and take both financial and administrative decisions

Financial

Maintain purchase ledger for all purchases of the department. Allocation of nominal coding information where necessary to orders. Provide an efficient recharge/billing service for the supply of goods and/or services to the CCG`s Acute Trust and private organisations for all Medical Devices Management Cross bay. Completion of local purchase orders for required goods and/or services utilising current trust systems Providing and invoice authorisation / cross checking for all sites

Delegated Management Responsibilities

Maintenance and upkeep of the comprehensive approved suppliers list on the database Usage of the Internet or company database for the sourcing of spare parts or supplies. Checking for and chasing up overdue work or orders with suppliers. Assist the Head of Medical Devices and Chief Medical Engineering Technician in the recruitment of additional staff at all bands with in the Medical Engineering service

Budgetary

The post holder will actively involve themselves in revenue making and cost saving opportunities for the benefit of the Department and Trust. The post holder may have a delegated budget for the ordering of goods and services up to the value of £500 per order

Training and Appraisal

Complete all mandatory training Take part in appraisal and support this with a personal development plan

Person Specification

Education and qualifications

Essential

• Evidence of study in office administration. (NVQ3, RSA or equivalent)
• Experience of working with minimal supervision and accountable for own decisions and actions.
• Full knowledge of secretarial procedures including advanced keyboard use, NVQ3, RSA III or equivalent in work processing/typing
• Bookkeeping and financial analysis background.

Experience

Essential

• Effective time management and organisational skills to work to deadlines
• Analytical skills for suppliers and budgets.
• Strong competency in various software packages especially Word and Excel.
• Extensive knowledge of a wide range of administrative and financial procedures.
• Using tact and diplomacy, exchange verbal and written information with customers and suppliers relating to orders, finance, queries, and meetings.
• Communicating clearly and effectively with colleagues at all levels.
• Maintenance of purchase ledgers, accounts reconciliation

Desirable

• Procurement procedures within the NHS
• Medical Devices knowledge and understanding of medical terms
• Innovative and knowledgeable in systems of work and how to implement them i.e. leave, personal files

Skills,ability and knowledge

Essential

• Workload planning and prioritisation
• Quality systems and database management.

Desirable

• Knowledge and understanding of Health Service issues
• Working within an ISO 9001:2015 Quality system environment.

Personal Qualities

Essential

• Ability to travel as required.

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

East Lancashire Hospitals NHS Trust

Address

Royal Lancaster Infirmary. Medical Engineering Department

Ashton Road

Lancaster

LA1 4RP

Employer's website

http://jobs.elht.nhs.uk/ (Opens in a new tab)