Job summary
Department: Medical Equipment Services
Band 3 - 22.5 hours per week - Permanent post
ROLE SUMMARY:
We have a vacancy for a Band 3 administrator working within Medical Equipment Service Department at Tameside Hospital.
The applicant will provide all aspects of administrative duties to support the fulfilment of Medical Equipment Services provided to the organisation.
An ideal opportunity for an enthusiastic person who wishes to gain experience working within a hospital environment, and wants to be part of a multi-disciplinary team supporting patient care.
Applicants should possess excellent IT literacy, interpersonal and communication skills, and not be scared of innovation or willing to impact change.
While being an integral part of the team an ability to work unsupervised and manage your own workloads is essential.
Main duties of the job
The post holder will provide Clerical Duties for Medical Equipment Services that assist the department in the provision of an in-house service that manages the lifecycle of Medical Equipment within the organisation in line with MHRA guidelines and ISO (International Standards Organisation) 9001:2015.
You will contribute to the continuous development of all services provided by Medical Equipment Services and be a key person in helping the team achieve its objectives.
You will actively engage in the development and upkeep of processes, systems and records that support the delivery of services and contribute to providing evidence for legislative, regulatory, and mandatory requirement.
Yo will communicate both verbally and written with a variety of people, internal and external, utilising appropriate language for the audience and have the necessary skills to communicate the information in a manner that they can understand.
You will perform work primarily based within Medical Equipment Services at Tameside Hosptial, but you may also be required to support the other administrative teams based within Estates and Facilites and on occasions Stepping Hill Hospital.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
Contribute to the on-going maintenance and development of the systems and processes used in MES to ensure their suitability for use and effectiveness. This includes contributing to the continuous improvement of the Quality Management Systems.
Maintain effective records on the Departments equipment database, in line MHRA guidelines. These records will contribute to providing assurances for mandatory, legislative, and regulatory compliance.
Ensure that the work you complete is in line with mandatory, legislative, regulatory compliance, trust policy/standard and any other forms of guidance.
Utilise effective communication when dealing with colleagues/suppliers internally or externally. This communication will ensure accurate information is received for fault reporting, concerns, product information, timescales and any other information and will represent a true account.
Deal with technical and administrative enquires for customers, suppliers, and log jobs through communications written or verbal. At times, you will need to convey technical information to your colleagues when coordinating repair work
Ensure that service reports received for worked performed by Contractors are recorded on the Equipment Database and appropriately stored for ease of retrieval.
After authorisation from an approved person, you will be responsible for raising purchasing orders for medical equipment, contracts, materials, and sundry items required by MES. This will involve internal and external communication to obtain current prices, quotes and establish timescales for delivery.
Ensure that all orders are producing in line with SFI including sending to the appropriate persons for authorisation. These tasks include the use of trust waivers and compliance with the scheme of delegations.
Be responsible for monitoring the timeliness of deliveries into the department and establishing reasonable timescales with suppliers, should there be any delays and communicating this to the relevant persons internally or externally.
Ensure that any items delivered are receipted in a timely manner. Monitoring and reviewing these systems to help identify efficiencies that will contribute to service improvements.
Develop and maintain stock control systems for goods purchased and perform stock takes for the benefit of financial audits.
Maintain a spreadsheet to document consumable financial recharges. Ensuring that the spreadsheet is a true reflection of the current live status of recharge stock in the department. This will include the issuing and recording of recharge slips onto consumables and inputting on to the spreadsheet when they are used.
Assist the senior MES Management team in their diary management including arranging meetings and populating data regards holidays, meetings, training sessions, room booking and contract scheduling dates.
Document (verbal/electronic) meetings as determined by the Management Team and produce minutes as a true representation. Ensuring that they are appropriately authorised before distributing to the relevant parties.
Assist the Medical Equipment educator in the extraction and inputting of data received for attendance at Medical Equipment Training sessions.
Maintain all records for attendance management in line with trust policy. This includes logging of attendance, annual leave, lieu days, study days and sickness. Ensuring that this is inputted on the attendance management system, and submitted for authorisation
Produce annual and a monthly on call rotas and ensure that any details recorded on the attendance management systems. This includes names of individuals on call and any extra payments due through attendance.
Ability to act on you own initiative with minimum supervision and make decisions whilst being aware of your own limitations. This may be in a situation when an immediate response is required. Expected to prioritise workloads and identify priority jobs awaiting attention dealing with them promptly and appropriately.
You will occasionally be required to work for periods more than 2 hours with dedicated concentration on work that needs specific attention to detail due to the technical terminology used. This could include transmission of data or producing process/ procedure.
Job description
Job responsibilities
Contribute to the on-going maintenance and development of the systems and processes used in MES to ensure their suitability for use and effectiveness. This includes contributing to the continuous improvement of the Quality Management Systems.
Maintain effective records on the Departments equipment database, in line MHRA guidelines. These records will contribute to providing assurances for mandatory, legislative, and regulatory compliance.
Ensure that the work you complete is in line with mandatory, legislative, regulatory compliance, trust policy/standard and any other forms of guidance.
Utilise effective communication when dealing with colleagues/suppliers internally or externally. This communication will ensure accurate information is received for fault reporting, concerns, product information, timescales and any other information and will represent a true account.
Deal with technical and administrative enquires for customers, suppliers, and log jobs through communications written or verbal. At times, you will need to convey technical information to your colleagues when coordinating repair work
Ensure that service reports received for worked performed by Contractors are recorded on the Equipment Database and appropriately stored for ease of retrieval.
After authorisation from an approved person, you will be responsible for raising purchasing orders for medical equipment, contracts, materials, and sundry items required by MES. This will involve internal and external communication to obtain current prices, quotes and establish timescales for delivery.
Ensure that all orders are producing in line with SFI including sending to the appropriate persons for authorisation. These tasks include the use of trust waivers and compliance with the scheme of delegations.
Be responsible for monitoring the timeliness of deliveries into the department and establishing reasonable timescales with suppliers, should there be any delays and communicating this to the relevant persons internally or externally.
Ensure that any items delivered are receipted in a timely manner. Monitoring and reviewing these systems to help identify efficiencies that will contribute to service improvements.
Develop and maintain stock control systems for goods purchased and perform stock takes for the benefit of financial audits.
Maintain a spreadsheet to document consumable financial recharges. Ensuring that the spreadsheet is a true reflection of the current live status of recharge stock in the department. This will include the issuing and recording of recharge slips onto consumables and inputting on to the spreadsheet when they are used.
Assist the senior MES Management team in their diary management including arranging meetings and populating data regards holidays, meetings, training sessions, room booking and contract scheduling dates.
Document (verbal/electronic) meetings as determined by the Management Team and produce minutes as a true representation. Ensuring that they are appropriately authorised before distributing to the relevant parties.
Assist the Medical Equipment educator in the extraction and inputting of data received for attendance at Medical Equipment Training sessions.
Maintain all records for attendance management in line with trust policy. This includes logging of attendance, annual leave, lieu days, study days and sickness. Ensuring that this is inputted on the attendance management system, and submitted for authorisation
Produce annual and a monthly on call rotas and ensure that any details recorded on the attendance management systems. This includes names of individuals on call and any extra payments due through attendance.
Ability to act on you own initiative with minimum supervision and make decisions whilst being aware of your own limitations. This may be in a situation when an immediate response is required. Expected to prioritise workloads and identify priority jobs awaiting attention dealing with them promptly and appropriately.
You will occasionally be required to work for periods more than 2 hours with dedicated concentration on work that needs specific attention to detail due to the technical terminology used. This could include transmission of data or producing process/ procedure.
Person Specification
Scoring
Essential
- GCSE English and Maths or equivalent qualification
- Experience of working within, maintaining and developing administrative systems
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassio
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to maintain relevant recording and information systems
Desirable
- Professional Qualification acquired through training to level 3 or evidence of relevant experience.
- Knowledge of ISO 9001:2015
- Excellent understanding of Microsoft office and all of its software packages.
- Knowledge and experience in using cloud based storage systems
- Experience of operating within and maintaining a stock control systems
Person Specification
Scoring
Essential
- GCSE English and Maths or equivalent qualification
- Experience of working within, maintaining and developing administrative systems
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassio
- Ability to take and transcribe notes of meetings in a timely manner
- Ability to maintain relevant recording and information systems
Desirable
- Professional Qualification acquired through training to level 3 or evidence of relevant experience.
- Knowledge of ISO 9001:2015
- Excellent understanding of Microsoft office and all of its software packages.
- Knowledge and experience in using cloud based storage systems
- Experience of operating within and maintaining a stock control systems
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).
