Job responsibilities
General Administration & Communication
Act as the first point of contact for the Medical Engineering and Physics (MEP) department, handling verbal, written, and telephone enquiries in a professional, courteous, and timely manner, using discretion to determine appropriate actions.
Maintain effective communication across the team, ensuring messages are accurately recorded and relayed, and that any required follow-up actions are completed promptly.
Administer complaints with sensitivity and escalate as necessary.
Procurement & Financial Administration
Use electronic ordering systems to prepare requisitions and place orders for both equipment and repair requests on behalf of technical staff, ensuring accurate recording on the relevant databases.
Liaise with suppliers and technical staff to clarify order details, ensure timely delivery, and resolve disputes, errors, and anomalies with the accounts payable team.
Oversee the receipting and distribution of deliveries to the technical support team, ensuring stock control and efficient repair processes.
Assist with urgent procurement processes for emergency orders to support unexpected clinical requirements.
Manage the processing of supplier invoices ensuring prompt payments and resolving discrepancies with suppliers and relevant Trust departments.
Equipment & Facilities Management
Manage the dispatch of equipment for repair and verify invoices against estimates to correct variations, ensuring minimal disruption to clinical services.
Where necessary, box up and correctly label items for external repair and arrange courier collection.
Raise and track estates and maintenance requests to ensure the departmental building remains operational and well-maintained.
Conduct bi-annual driving licence checks for staff who drive Trust fleet vehicles.
Manage fleet-related responsibilities, including ordering, distributing, and replacing fuel cards, processing invoices, and investigating discrepancies.
Maintain vehicle records, tracking servicing, MOTs, repairs, and recalls.
Ensure the administration office remains in a safe and functional state, complying with health and safety regulations and participating in relevant risk assessments.
Arrange repair or replacement of office equipment as needed.
Staff Support & HR Administration
Maintain accurate leave and sickness records on the Trusts E-Rostering system within required deadlines.
Circulate and track weekly rostering requests, such as sickness and remote working updates.
Process on-call, overtime, and special duties payments via the E-Rostering system.
Manage maternity/paternity leave records to ensure accurate payroll calculations.
Initiate and oversee induction and termination processes for departmental staff, keeping line managers informed as required.
Act as Recruitment Lead/Appointing Manager for departmental recruitment, managing processes from advertisement through to start date.
Supervise and support junior team members and oversee the training of new staff.
Meetings & Documentation
Schedule meetings on behalf of the MEP management team, preparing and circulating relevant documentation.
Collect and publish monthly departmental Key Performance Indicators (KPIs) for discussion at management meetings, ensuring data accuracy.
Attend meetings as required, taking minutes and ensuring timely distribution of action points.
Maintain accurate filing systems for efficient information retrieval.
Produce and update departmental contact lists, email distribution lists, and directories.
Additional Responsibilities
Participate actively in team and departmental meetings.
Work closely with the Associate Directors of Medical Engineering and Physics to address current and forthcoming operational issues.
Manage personal workload efficiently while providing support to other team members as needed.
Governance / Quality Control
Operate as the quality representative for the admin team, attending quality meetings and internal audits and assisting the Associate Directors of Medical Engineering and Physics in the ongoing development of documentation and processes that underpin and develop the role of the administration team within the wider department.
Along with the departmental Quality Manager, be available for accreditation audits carried out against the Central Services team.
Raise change requests in the departmental quality management system relating to the quality documents across all areas of the department as and when required and updating documents.
Education and Training
To develop a clear understanding of the service and the role, developing new skills to improve performance.
To demonstrate an insight into own professional development, contributing to the process of identifying own educational and training needs in conjunction with Service Delivery Manager.
Actively participate in own Individual Performance Review.
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 Foundation Trust together with all relevant statutory and professional obligations.
- We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.
- At Kings we are a kind, respectful team:
Kind. We show compassion and understanding and bring a positive attitude to our work
Respectful. We promote equality, are inclusive and honest, speaking up when needed
Team. We support each other, communicate openly, and are reassuringly professional
- To observe and maintain strict confidentiality of personal information relating to patients and staff.
- To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
- This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
- All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.
- Everyone is responsible for promoting inclusion no matter their role or team. At Kings, we want to create an environment where everyone feels valued, respected and welcomed
Safeguarding
The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibilityto support the organisation in our duties by;
attending mandatory training on safeguarding children and adults
- familiarising themselves with the Trust's processes for reporting concerns
- reportingany safeguarding child or adult concerns appropriately
Infection Control Statement
The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
