Job summary
The Sterile Services Administrator will support the Quality Assurance Manager & Sterile Services Manager in the provision and development of a professional Sterile Service to the Trust and its customers. Provide a full range of administrative duties in all aspects of the sterile process, procedures and departmental accreditation. This role requires good communication skills as the post holder will provide a customer focused service to staff, managers, external customers and suppliers.
**If you are and overseas candidate wishing to apply and would require sponsorship, you can determine the likelihood of obtaining a CoS for this post by assessing your circumstances against criteria specified on the gov.uk website**
**Previous applicants need not apply**
Main duties of the job
Covering a range of administrative and reception duties in the Sterile Services department .
Assisting and supporting the management team & supervisors in the upkeep of quality documentation and administrative duties.
About us
Our teams work hard to be flexible and promote a health work/home life balance and so, agile working options are automatically considered for all roles within the Trust.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates from our local communities.
Your package with us includes a lot more than just your pay and here are a few of the additional benefits that are available to you as an employee:
- Access to the NHS Pension Scheme
- Relocation allowance in line with the Trust policy
- Generous Holiday Entitlement, starting at 27 days a year (for full time workers) plus bank/public holidays
- Free staff car parking on all our hospital sites during this financial year
- In-house Physiotherapy Services
- Career development and training opportunities
- Emotional Wellbeing Service covering a range of online support, access to mobile apps and 24/7 counselling services
- Subsidised meals at our hospital restaurants
- Access to exclusive discounts, cashback and vouchers via NHS Discounts and Blue Light Card
If you share our values and vision and are passionate about working with people on what matters to them, you could be a real asset to Team North West Anglia NHS Foundation Trust.
Job description
Job responsibilities
- To be the Sterile Services receptionist recording telephone enquiries
- Co-ordinate visitors to the department and assist there compliance with the Trusts security policies
- Typing and editing (QMS) documents / forms and following audits
- Arrange with Estates for department repairs
- Assist in the preparation for meetings, booking SSD rooms, attendees type and issue agenda, take and manage minutes and actions of the meetings.
- To assist the QA Manager/Manager to schedule internal and external sub-contractors for the regular calibration, validation tests and servicing of the Sterile Services decontamination equipment, report faulty equipment and track repairs.
- Maintain monthly KPI spreadsheets for input of information, maintaining accuracy and high standards of presentation.
- Maintain and update databases and spreadsheets relevant to the Sterile Services Department including major incident contact list using word, excel access
- Provide when requested Sterile Services production, staffing and capacity figures.
- Amend product specification check sheets on the Sterile Services tracking system and extract reports.
- To issue invoices on a monthly bases using the Sterile Instrument Tracking System.
- Maintain staff records including training, staff development and attendance.
- Maintain personnel on internal computer software systems (users and SSD staff)
- Maintain departmental policies and procedures that require periodic review, with direction from the QA Manager/ SSD Manager
- Assist with the raising of orders. Assist with product searches for cost comparison improvements.
- Ensure all new staff receives the Sterile Service Department induction pack and maintain the new starter induction record.
- Use the Health Roster software to create and update staff rotas.
- Complete departmental incidents using the Datix Trust system.
- Maintain Sterile Service action plans.
- Undertake any other relevant duties when required by the Quality Assurance Manager & SSD Manager.
- Provide guidance to Sterile Services staff on administration procedures, IT systems, software and email etc.
- Assist the Sterile Service management in the application of projects related to Sterile Services.
- Comply with data protection by following Trust policies in relation to IT equipment etc.
Job description
Job responsibilities
- To be the Sterile Services receptionist recording telephone enquiries
- Co-ordinate visitors to the department and assist there compliance with the Trusts security policies
- Typing and editing (QMS) documents / forms and following audits
- Arrange with Estates for department repairs
- Assist in the preparation for meetings, booking SSD rooms, attendees type and issue agenda, take and manage minutes and actions of the meetings.
- To assist the QA Manager/Manager to schedule internal and external sub-contractors for the regular calibration, validation tests and servicing of the Sterile Services decontamination equipment, report faulty equipment and track repairs.
- Maintain monthly KPI spreadsheets for input of information, maintaining accuracy and high standards of presentation.
- Maintain and update databases and spreadsheets relevant to the Sterile Services Department including major incident contact list using word, excel access
- Provide when requested Sterile Services production, staffing and capacity figures.
- Amend product specification check sheets on the Sterile Services tracking system and extract reports.
- To issue invoices on a monthly bases using the Sterile Instrument Tracking System.
- Maintain staff records including training, staff development and attendance.
- Maintain personnel on internal computer software systems (users and SSD staff)
- Maintain departmental policies and procedures that require periodic review, with direction from the QA Manager/ SSD Manager
- Assist with the raising of orders. Assist with product searches for cost comparison improvements.
- Ensure all new staff receives the Sterile Service Department induction pack and maintain the new starter induction record.
- Use the Health Roster software to create and update staff rotas.
- Complete departmental incidents using the Datix Trust system.
- Maintain Sterile Service action plans.
- Undertake any other relevant duties when required by the Quality Assurance Manager & SSD Manager.
- Provide guidance to Sterile Services staff on administration procedures, IT systems, software and email etc.
- Assist the Sterile Service management in the application of projects related to Sterile Services.
- Comply with data protection by following Trust policies in relation to IT equipment etc.
Person Specification
Education & Qualifications
Essential
- GCSE (A-C) or equivalent in English & Maths
- Literate & Numerate
Desirable
- NVQ Business & Administration
Skills
Essential
- Ability to work effectively in a busy environment
- Able to liaise with all health professionals
- Excellent verbal, written communication and listening skills
- Effectively prioritises own work
- Awareness of the importance of maintaining patient confidentiality
Experience
Essential
- Experience using MS Office, MS Word, Excel & Outlook
- Administration - Preferably within the NHS
Desirable
- Experience of dealing with Confidential data & information
- Previous experience using tracking systems / bespoke software systems
- Previous experience with Quality Management Systems - SOP's
Person Specification
Education & Qualifications
Essential
- GCSE (A-C) or equivalent in English & Maths
- Literate & Numerate
Desirable
- NVQ Business & Administration
Skills
Essential
- Ability to work effectively in a busy environment
- Able to liaise with all health professionals
- Excellent verbal, written communication and listening skills
- Effectively prioritises own work
- Awareness of the importance of maintaining patient confidentiality
Experience
Essential
- Experience using MS Office, MS Word, Excel & Outlook
- Administration - Preferably within the NHS
Desirable
- Experience of dealing with Confidential data & information
- Previous experience using tracking systems / bespoke software systems
- Previous experience with Quality Management Systems - SOP's
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
