Medical Equipment Coordinator

We are seeking an individual with strong organisation and planning skills to support our medical equipment contract manager to coordinate the servicing and repair of medical equipment across the Trust. The post holder will be the point of contact between clinical end users and external maintenance providers to ensure planned maintenance takes place according to the prescribed schedule and any repairs are efficiently arranged with the maintenance providers to minimise equipment down time. There is a requirement to keep accurate records of service history and hence experience of using asset management databases is essential.

The post holder will support the Contracts Manager in ensuring that biomedical, laboratory and imaging equipment are maintained to a high standard via external maintenance contracts. The post holder is responsible for ensuring timely servicing of equipment and prompt responses to issues such as equipment repairs and corrective actions. The post holder will scrutinise repair documentation to interpret and manage follow-up actions. This includes accurately recording technical information on the Trust medical device asset register, ensuring transparent and robust device governance.

At all times the post holder will be required to communicate with stakeholders and suppliers, whilst adhering to the Trust confidentiality policy and procedures.

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Main Duties and Responsibilities

Asset management

Act as the main point of contact for end users and maintenance providers and ensure scheduled equipment servicing is booked in and completed on time and according to contract terms.

Ensure recommendations for remedial work identified following equipment servicing or repair are followed up and fully addressed to ensure continued safe use of medical devices.

Record equipment service history and update maintenance records on the Trust asset register.

Keep accurate records relating to the comprehensive database of service contracts to facilitate a contract management programme. This may involve entering large volumes of data with accuracy and attention to detail, in order to recognise and challenge apparent inaccuracies.

Interpret technical information from medical device service records, seeking advice from the Medical Equipment Management Service (MEMS) where appropriate.

Monitor provider performance to ensure that the contractor fulfils their contractual responsibilities.

Understand contract terms and conditions to interpret the scope of the contract cover and judge if repair costs are covered within the contract.

Participate in equipment audits to verify the medical device asset inventory.

Support, where required, the contract manager across a wide range of internal/external meetings and working groups.

Undertake work in accordance with the department quality management system (ISO

Support medical device service and maintenance contracts, ensuring that agreements are in place reflecting the Trust's requirements and in accordance with the Trust's Standing Orders and Standing Financial Instructions.

Communication

Liaise with external companies on equipment servicing and repairs. Communicate with end users to ascertain sufficient background information to support remote diagnostics

Inform care groups of equipment requiring contracted maintenance cover.

Work with internal and external groups to ensure medical equipment maintenance records are kept up to date.

Deal with all enquiries regarding medical device maintenance contracts in a responsive and professional manner and act as the principal contact to wards and departments for contracted maintenance advice, assistance and support.

Maintain close links and communication with relevant provider representatives to ensure robust performance monitoring of the contractor is undertaken and recorded in line with appropriate regulations and frameworks.

Communicate and advise clinical users on the need for new or replacement annual service contracts or ad hoc servicing.

Reporting and Analysis

Deal with complex facts or situations which require analysis, interpretation and comparison of a range of options e.g. receiving information from users regarding equipment breakdown and acting in such a way as to minimise down time, service disruption and cost.

Provide information upon request for medical device alerts and freedom of information requests.

Design reports and dashboards from maintenance records to manage own work and reflect supplier performance. Present these reports at contract review meetings.

Financial Management

Manage the order-to-invoice process relating to servicing and repairs of medical and laboratory equipment throughout the Trust.

Record expenditure on medical device contracted repairs and ensure that any budget information is made available to senior managers as required.

Liaise with Management Accounts when monitoring the expenditure on the Trust wide equipment budget.

Follow the Trust's Standing Financial Instructions and other protocols via other NHS agencies

General

The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

To observe the rules, policies, procedures and standards of King's College Hospital NHS Trust together with all relevant statutory and professional obligations.

To live and role model the King's Values of:

• Understanding you
• Inspiring confidence in our care
• Working together
• Always aiming higher
• Making a difference in our community