Apprentice Admin Assistant

Job description

Job responsibilities

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

* Communication takes place via telephone, face to face, e-mail, written, ensuring that information is accurately recorded and dealt with accordingly referring to Equipment co-ordinator, team leader or management where necessary

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

Qualifications

Essential

• Good standard of Education including 5 GCSE's A*- C
• Willing to work towards level 2 admin qualification as part of the apprenticeship scheme

Desirable

• Good standard of Education including 5 GCSE's A*- C

Experience

Essential

• Knowledge of Microsoft office

Desirable

• Experience working within a team

Additional Criteria

Essential

• N/A

Desirable

• N/A

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.

Employer details

Employer name

Somerset NHS Foundation Trust

Address

Musgrove Park Hospital

Musgrove Road

Taunton

Somerset

TA1 5DA

Employer's website

https://www.somersetft.nhs.uk/ (Opens in a new tab)