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Clinical Engineering Administrator

2 months ago

Blackburn, United Kingdom East Lancashire Hospitals NHS Trust Full time
Job overview

Provide secretarial and administrative support to the EBME department to help reduce their general admin workload

Organise and maintain EBME’s electronic asset management system,updating details when necessary

During cover for sickness and holidays, provide backup administrative support to the Head of EBME

Main duties of the job

Accountable to the Head of EBME for providing personal administrative support and support to the EBME department

Maintain an effective office environment including the use of technology, data management and filing systems

Maintain EBME’s electronic asset register by updating planned and reactive jobs undertaken by EBME staff

Maintain EBME’s electronic asset register by addition of new equipment and removal of scrapped/disposed items

Generate reports upon request regarding department/Trust medical equipment

Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.

Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately

Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.

Prepare, despatch, open and distribute EBME mail.

Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature

Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.

As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc.

Working for our organisation

The Electronics and Biomedical Engineering (EBME) department is a specialist team engaged in overseeing all aspects of medical equipment management, which spans 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 of working within such services; and familiarity with medical devices and multi-disciplinary teams across the organisation are fundamental to this position.

Detailed job description and main responsibilities

Accountable to the Head of EBME for providing personal administrative support and support to the EBME department

Maintain an effective office environment including the use of technology, data management and filing systems

Maintain EBME’s electronic asset register by updating planned and reactive jobs undertaken by EBME staff

Maintain EBME’s electronic asset register by addition of new equipment and removal of scrapped/disposed items

Generate reports upon request regarding department/Trust medical equipment

Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.

Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately

Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.

Prepare, despatch, open and distribute EBME mail

Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature

Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.

As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc.

Person specification Education & Qualification Essential criteria
  • Educated to minimum GCSE level (with ‘Grade C’/4 and above in English and Maths essential)
  • Appropriate Administration qualification i.e. NVQ level 2/3 or above - experiential equivalence also considered
Knowledge Essential criteria
  • 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 - frequently conveying information and sometimes confidential issues
Desirable criteria
  • General understanding of the medical engineering and the medical devices industry