Apprentice Admin Assistant

**The closing date is 14th Oct 2024**

**Anticipated Interview date(s) 03/10/2024**

**Job summary**:

- Comply with departmental and trust policies, protocols and guidelines and adhere to the Quality Management System
- To provide basic administrative support to the department on a daily basis
- To be the first point of contact for all incoming enquiries and visitors
- To prepare loan/new instrumentation for surgery

**Main duties, tasks & skills required**:
To provide a professional reception service to all staff and visitors to the department
- Ensure information is accurately dealt with on a daily basis referring to equipment co-ordinator, team leader or management where necessary
- To be responsible for filing documents within the office
- To be responsible for using the T-DOC system to locate equipment
- To organise and check loan instrumentation for surgery
- To manage the repair of surgical instruments
- Ensure goods are ordered and receipted in a timely fashion
- Responsible for loan/new equipment reporting and raising concerns to equipment coordinator
- Responsible for managing instrument repairs
- Carry out filing, maintenance of individual staff records as required
- Use of general office equipment, e.g. photocopier, phone, laminator etc.
- Responsible for maintaining the NET 2 door security system issuing access to staff as and when required
- Produce documents and spreadsheets at the request of management

**About us**:
As an organisation, the NHS offers a wide range of benefits including flexible working, fantastic pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.

The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone's throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.

There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will to experience the best of both in Somerset, the countryside and the cosmopolitan - there is truly something for everyone

**Job description**:
Department Core Purpose

To reprocess medical devices for healthcare organisations (acute and community hospitals, dentists, podiatrists) throughout Somerset. In line with BS EN ISO 13485 and the requirements of MDD 93/42/EEC (MHRA).

Job Purpose:

- Comply with departmental and trust policies, protocols and guidelines and adhere to the Quality Management System
- To provide basic administrative support to the department on a daily basis
- To be the first point of contact for all incoming enquiries and visitors
- To prepare loan/new instrumentation for surgery

Communication and Key Working Relationships
- Colleagues at all levels within the Trust and other hospitals

Planning and Organisation
- Distribute incoming mail/parcels to relevant member of the team within the department
- To deal with internal/external enquiries on a daily basis
- To provide a professional reception service to all staff and visitors to the department
- Ensure information is accurately dealt with on a daily basis referring to equipment co-ordinator, team leader or management where necessary
- To be responsible for filing documents within the office
- To be responsible for using the T-DOC system to locate equipment
- To organise and check loan instrumentation for surgery
- To manage the repair of surgical instruments

Analytics
- To have a basic understanding of the quality management system, ISO 13485 and HTM 01-01
- To have the ability to interpret manufacturer's instructions for use in accordance with departmental processing

Responsibility for Patient / Client Care, Treatment & Therapy
- Provide decontamination advise to maintain continuity of service and patient care

Policy, Service, Research & Development Responsibility
- Read and adhere to all Trust and Departmental policies.
- To research and source technical data and information regarding medical devices

Responsibility for Finance, Equipment & Other Resources
- Ensure goods are ordered and receipted in a timely fashion
- Responsible for loan/new equipment reporting and raising concerns to equipment coordinator
- Responsible for managing instrument repairs

Responsibility for Supervision, Leadership & Management
- To ensure a high level of professionalism at all times, being helpful, supportive and leading by example.

Information Resources & Administrative Duties
- Carry out filing, maintenance of individual staff records as required
- Use of general office equipment, e.g. photocopier, phone, laminator etc.
- Responsible for maintaining the NET 2 door security system issuing access to staff as and when required
- Produce documents and spreadsheets at the request of management

**Person specification**:
**Qual