Administrative Assistant
3 weeks ago
We are seeking a highly organized and detail-oriented individual to provide administrative support to the Electronics and Biomedical Engineering (EBME) department at East Lancashire Hospitals NHS Trust.
The successful candidate will be responsible for maintaining an effective office environment, including the use of technology, data management, and filing systems.
Key responsibilities will include:
- Maintaining EBME's electronic asset register by updating planned and reactive jobs undertaken by EBME staff
- Maintaining EBME's electronic asset register by addition of new equipment and removal of scrapped/disposed items
- Generating reports upon request regarding department/Trust medical equipment
- Acting as the main point-of-contact for the EBME department with internal colleagues and visitors to the department
- Screening incoming phone calls, enquiries, and requests - handling and escalating each one appropriately
- Proactively dealing with daily correspondence, including filing, typing, photocopying, faxing, laminating, etc.
- Preparing, despatching, opening, and distributing EBME mail
- Liaising with Procurement, Finance departments, and suppliers regarding quotations, deliveries, invoicing, and payments
- Liaising with companies regarding service and repair of equipment that cannot be maintained in-house
- Providing personal administrative support for the Head of EBME during cover for sickness and holidays
The EBME department is a specialist team engaged in overseeing all aspects of medical equipment management, spanning from research, design, and installation, through to maintenance and eventual disposal.
Incorporated within EBME is the Medical Equipment Library (MEL), whose primary focus is distributing medical devices where needed, in a timely manner.
Therefore, practical knowledge, relevant qualifications, administrative expertise, and familiarity with medical devices and multi-disciplinary teams across the organisation are fundamental to this position.
Person SpecificationEducation & QualificationEssential Criteria- Education to minimum GCSE level (with 'Grade C'/4 and above in English and Maths essential)
- Appropriate Administration qualification (e.g. NVQ level 2/3 or above) or experiential equivalence
- Good knowledge of data collection, data input, and data reporting with paper and IT-based systems
- Working as part of a multi-disciplinary team
- Demonstrable ability to understand systems and data to generate reports
- Clear and accurate communication skills via phone, email, face-to-face, written reports, and presentations
- General understanding of the medical engineering and medical devices industry
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