Medical Devices Safety Administrator

Job description

Job responsibilities

Act as the Medical device safety point of contact for telephone calls and email enquiries.

Take accurate messages on behalf of the team and ensure information is passed on to the appropriate persons in a timely manner for action or awareness.

Maintain strict confidentiality with regard to sensitive staff, patient and Trust business at all times.

Use Trust approved software packages such as Microsoft Office to include Microsoft Teams, excel etc. to produce correspondence, maintain presentations, records, spreadsheets and databases.

Distribute regular updates to the Trust on behalf of the MDSO regarding medical devices using Trust approved communication systems as appropriate.

Ensure that all medical device issues raised are brought to the attention of the MDSO

Promote and review the use of the department central email inbox for Medical devices, Datix and risk queries; monitoring these communications daily and providing prompt responses alongside other Central Governance team colleagues as appropriate.

Record minutes during relevant medical device committee meetings as required and ensure timely turnaround circulation to attendees in accordance with the meeting terms of reference.

Ensure that any ad-hoc requests for information or reports are brought to the attention of line manager in order to manage expectations.

Provide administrative support to the Medical Device Committee as the minute taker of the Committee. This will involve preparation and circulation of papers and reports, including training record data and circulating minutes of the meeting.

Support the Central Alerting System Liaison Officer in accordance with the Trust policy on safety alerts, to receipt, acknowledge and escalate CAS alerts to the appropriate owners with particular responsibility for leading on the coordination of medical device associated alerts.

Ensure that the Trust risk management system is used to coordinate and capture information regarding incidents and safety alerts.

Liaise with Nursing, Medical and Clinical Engineering Leads to ensure that they have been informed when new equipment is introduced for trialling, so that when equipment is purchased, all training will be covered.

Support the implementation of the Medical device safety related policies.

Support the review of Trust medical device guidelines, protocols and any other relevant documentation for the safe use of medical devices as directed by line manager.

Support maintenance of records on medical device training for all wards and departments.

Arrange venues and schedules for medical device training sessions in collaboration with the MDSO.

Coordinate training sessions with the relevant companies on an agreed basis with the equipment provider companies.

Use initiative to develop good working relationships with Trust staff to ensure awareness upcoming and refresher training sessions for equipment use through word of mouth, posters, newsletters, emails, screen savers and management distribution.

Use own judgement and skills within limits of their practice when dealing with internal and external enquiries regarding equipment training.

Please see attached job description for more information.

Person Specification

Education and Training

Essential

• Educated to GCSE English and Maths or equivalent
• Good standard of general all round education
• Administration Level 3 NVQ or equivalent or willingness to undertake
• Evidence of CPD

Desirable

• Information systems qualifications e.g. Datix CP, or equivalent experience in compliance and risk management.

Experience

Essential

• Previous experience of working in an administrative role
• Experience of organising own workload in order of priorities
• Experience utilising data
• Experience in trouble-shooting

Desirable

• Previous experience in a Governance / Risk management or medical device safety role
• NHS administration experience
• Working knowledge of Datix
• Project Management experience

Knowledge and Skills

Essential

• Excellent written and verbal communication skills
• Effective organisational and time management skills.
• Able to work on own initiative and as a part of the team
• Good eye for detail and accuracy within own area of specialism.
• Excellent spoken and written English
• IT literate - experience of working day to day with Microsoft office, Word, Excel Teams and Power Point
• Experience of minute taking and action logs
• Ability to work under pressure and meet deadlines

Desirable

• Awareness of NHS policy, particularly in relation to data protection, confidentiality and security.
• Experience of supporting committees through administrative duties
• Minute Taking
• Knowledge of the CAS alerts system
• Working knowledge of keeping training records.
• Working knowledge of keeping equipment records.
• Working knowledge of training plans

Personal Attributes

Essential

• Friendly and approachable manner
• Able to deal with an unpredictable workload ensuring key priorities and deadliness are met through effective time management
• Diplomatic, persuasive and influential.
• Able to work across sites

Desirable

• Flexible in working hours to fit in with service requirements.
• Creative and solution orientated

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

Dartford and Gravesham NHS Trust

Address

Darent Valley Hospital

Dartford and Gravesham NHS Trust

Dartford

DA2 8DA

Employer's website

https://www.dgt.nhs.uk/working-for-us (Opens in a new tab)