Ebme Administrator

Due to career progression we have an administrator vacancy in our Electrical and Biomedical Engineering department. We are a small but busy team who purchase, maintain, repair, loan and provide training for medical equipment used throughout the hospital.

We are looking for a friendly, organised and capable individual with great IT skills to provide administrative support and clerical duties, working alongside our other administrator.

Duties will include managing the Electrical and Biomedical Engineering (EBME) help desk, placing order for office items and spare parts, input and updating of medical device records on our asset register, inputting and updating training records on a database and booking in repair jobs for the EBME team.

To provide clerical support to the Clinical Engineering management team, the department Chief Biomedical Engineer and the Training Coordinator.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

ROLE AND RESPONSIBILITIES
Communication

Use initiative and discretion when communicating with EBME management and team.

Answer and deal with telephone calls from our customers and suppliers, transferring relevant calls, taking messages or re-directing calls where necessary. Investigating and responding to queries.

Redirecting Engineering requests to the relevant member of the team.

Process post daily and distribute to the relevant member of the team or department.

Support the department by liaising with the customers and directing their queries/requests to the relevant team member.

Ensuring that all avenues of communications flow effectively between the different departments within the organisation (stakeholders, e.g. finance, purchasing, clinical groups, IM&T).

Support in the dissemination of information pertaining to medical devices to the various stakeholders and EBME team, as directed by the Management.

Planning and Organising

Responsible for organising meetings on behalf of EBME department. Liaising with relevant groups/stakeholders within the Trust as well as liaising with external organisations and customers.

Responsible for producing all paperwork required and arranging venues, equipment and refreshments as required.

Responsible for organisation any training travel / accommodation requirements for all department staff attending courses.

Responsible for maintaining office diaries meeting room and booking, cancelling and rearranging meetings for EBME Management.

Manage stock control using a computerised database system, ensuring minimum stock levels are maintained and by working in partnership with the purchasing department to ensure prices of parts are kept updated.

Support in the smooth running of the department to ensure that database job records are cleared efficiently and that the records comply to the requirements of the quality management system.

Support the EBME management in quality related administration and planning for quality audits, management reviews the release and implementation of quality/health and safety related processes

Administration and Meetings

Attend all meetings relevant to the EBME department and take minutes of meetings in line with the requirement of the quality management system.

Support EBME Management (in the capacity of Medical Device Safety Officer MDSO), by ensuring that all safety elements and associated administration have been followed and the relevant documents and communications are sent out to the end users.

Support in the general housekeeping on the medical device asset management database.

Ensuring that all relevant elements to support the engineering team are covered, to include (but not exhaustive): central record keeping and data entry into the database for engineers work completed; maintaining electronic stock records (price and qty); audit and maintain makes and models of equipment; support quality managed sta