Lancashire Teaching Hospitals NHS Foundation Trust

Administrative Support Officer - Medical Engineering

The closing date is 10 August 2025

Job summary

Are you ready to make an impact in a fast-paced, innovative environment? We're seeking a motivated, detail-oriented individual to join our Medical Engineering Team as a vital part of our operations. You'll provide essential secretarial and administrative support, maintain key databases, process financial and procurement data, and ensure the smooth renewal of contracts--all while contributing to patient safety across the trust.

What You'll Do:

Manage and maintain the Medical Engineering Information Database, ensuring accurate processing of financial, procurement, and asset information.
Track contractor performance via the Contract Renewal Database, running monthly reports.
Provide administrative support to the Contracts Manager, ensuring timely contract renewals.
Take ownership of your work, managing your workload and making decisions independently with minimal supervision.

Why Join Us?

Make a Difference: Our small but mighty team plays a key role in ensuring patient safety through the oversight of medical devices.
Work with Excellence: We're proud to be one of the few ISO-accredited medical engineering departments in the country.
Supportive Environment: Be part of a collaborative team where your contributions are valued.
Career Growth: Thrive in a role that values initiative and independence, while being part of a close-knit, high-performing team.

Main duties of the job

You will provide comprehensive secretarial and administrative support to the Medical Engineering Management Team. This includes operating and maintaining the Medical Engineering Information Database systems to manage financial, procurement, and asset information effectively. They will also maintain a contract renewal database, generate monthly performance reports on contractors, and support the Contracts Manager with contract renewals. The role requires accountability for individual actions, the ability to work independently, and a focus on being managed rather than directly supervised.

About us

We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Date posted

29 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

438-PB2202-B

Job locations

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Job description

Job responsibilities

Develop and maintain effective and professional working relationships with managers, colleagues, contractors and trust staff.Assist, advise and liaise with the Chief Engineer and Contracts Manager on all issues relating to the role.

Liaise with the Chief Engineer and Contracts Manager regarding contract renewals, Service visits, service reports and missed ppm,s.

Plan own workload in liaison with Managers. Organise priorities and deal with contract renewal requests.

Liaise with Suppliers, finance and procurement regarding invoice queries, orders, payments etc.

Arranges meetings, undertakes minute taking and manages diary appointments.

Word processing of contract documentation, service contracts and other documents in addition to general correspondence.

production of monthly reports

dealing with requests from customers/clients/contractors for a range of services delivered by the Directorate, i.e. medical engineering, Medusa, Contractors badges etc.

Provides training and mentorship to new starters and colleagues as required.

Provide staffing cover for colleagues during times of absence or sickness within medical engineering.

Uses own initiative to ascertain and allocate Medusa queries and tasks to relevant colleagues.

Job description

Job responsibilities

Liaise with the Chief Engineer and Contracts Manager regarding contract renewals, Service visits, service reports and missed ppm,s.

Plan own workload in liaison with Managers. Organise priorities and deal with contract renewal requests.

Liaise with Suppliers, finance and procurement regarding invoice queries, orders, payments etc.

Arranges meetings, undertakes minute taking and manages diary appointments.

Word processing of contract documentation, service contracts and other documents in addition to general correspondence.

production of monthly reports

dealing with requests from customers/clients/contractors for a range of services delivered by the Directorate, i.e. medical engineering, Medusa, Contractors badges etc.

Provides training and mentorship to new starters and colleagues as required.

Provide staffing cover for colleagues during times of absence or sickness within medical engineering.

Uses own initiative to ascertain and allocate Medusa queries and tasks to relevant colleagues.

Person Specification

Qualifications and Education

Essential

NVQ level 2 in Business Administration, or relevant practical experience
RSA II or equivalent, or relevant practical experience

Desirable

ECDL
Shorthand qualification 100 wpm

Knowledge and Experience

Essential

Efficient use of Microsoft Word, Excel, PowerPoint, Outlook and Intranet
Experience of providing a comprehensive administrative/secretarial service
Knowledge and experience of supporting the management of complex contract renewal processes
Experienced and competent minute taking
Demonstrate a commitment to continuing professional development

Desirable

Previous experience of working within the NHS.
Experience of using IT databases (MS Access/Oracle)
An understanding of medical equipment lifecycle
Knowledge of managing external contractors

Person Specification

Qualifications and Education

Essential

NVQ level 2 in Business Administration, or relevant practical experience
RSA II or equivalent, or relevant practical experience

Desirable

ECDL
Shorthand qualification 100 wpm

Knowledge and Experience

Essential

Efficient use of Microsoft Word, Excel, PowerPoint, Outlook and Intranet
Experience of providing a comprehensive administrative/secretarial service
Knowledge and experience of supporting the management of complex contract renewal processes
Experienced and competent minute taking
Demonstrate a commitment to continuing professional development

Desirable

Previous experience of working within the NHS.
Experience of using IT databases (MS Access/Oracle)
An understanding of medical equipment lifecycle
Knowledge of managing external contractors

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

Lancashire Teaching Hospitals NHS Foundation Trust

Address

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Employer's website

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

Employer details

Employer name

Lancashire Teaching Hospitals NHS Foundation Trust

Address

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Employer's website

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