Job summary
An exciting opportunity is available to join our clinical and radiotherapy engineering team as an Equipment Coordinator Band 3. The clinical and radiotherapy engineering team are responsible for the maintenance, repair and management of a wide range of medical devices across The Christie NHS Foundation Trust.
As part of the team your role and the work you do will contribute to the safe treatment of our patients and help to maintain a high quality and efficient engineering service.
Working hours are 37.5 per week and you will work across a variety of sites within Greater Manchester
Main duties of the job
The successful candidate will be dedicated, flexible, well-organised and possess excellent verbal and written communication skills. Previous experience in an electronics or healthcare setting is essential.
You will assist our engineering teams with a range of day-to-day equipment administration and coordination support. This will include the administration of the service and repair of medical devices in line with our ISO 9001 quality system. You will be confident liaising with a wide range of stakeholders across the trust and external providers in relation to the administration of our medical devices. The role includes monitoring contracts, including organising the repair and service of medical devices.
We are a team of engineers with mixed levels of responsibility. Patient safety is at the heart of everything we do and therefore conscientiousness and attention to details are key skills within the team.
Our engineers are split between a number of labs at the main Christie site (Withington), and our satellite departments throughout Greater Manchester. You will be based at Withington with a team of engineers but expected to travel between sites and other outreach areas in your vehicle transporting medical devices.
This is a rewarding role within a department that contributes to the safe and efficient treatment of our patients.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
The tasks listed will be carried out with a degree of autonomy, individual responsibility and personal accountability, unless otherwise stated. Support and advice in all areas will be available from the line manager and other engineers in the Department.
All duties will be carried out in accordance with NHS guidelines and departmental Quality Assurance (QA) systems and policies to ensure that equipment is maintained in an accurate and correctly functioning manner for the safety and benefit of all users and patients.
Offer cross-functional administrative support within Clinical and Radiotherapy Engineering to ensure continuity during annual leave or sickness absences.
General
- Will manage/take minutes from meetings in Radiotherapy and Clinical Engineering
- Book/manage training courses and associated documentation and travel
- Updating and checking QS is up to date on reviews
- Manage group/departmental meetings
- Updating documentation as requested
- Demonstrates the agreed set of values and accountable for own attitude and behaviour
Equipment Coordination
- Monitor and liaise with contractors over managed service contracts to ensure their service commitments are accurately and acceptably performed and recorded within the quality system.
- Perform audits when required within The Trust
- Respond appropriately and in accordance with the urgency, of requests for medical equipment information ensuring that the equipment management database is updated with timely and accurate information.
- Monitor equipment movement, updating the equipment management database using information obtained from the requestor(s).
- Perform routine and corrective maintenance on pre-determined Medical Devices that competency has been attained through training. This work will be completed under the direction of the Technical Services (TS) Team Leader(s) and in accordance with the departmental Quality System.
- Advise management on equipment shortfalls or replacement needs where appropriate.
- Liaise with other departments/divisions to provide a coordinated approach for any services required e.g. Estates, Clinical Engineering, other CMPE departments.
- Maintain close liaison with the TSG Team Leaders across all sites in the day-to-day running of the department, advising of any deficiencies or problems encountered within the equipment management system.
- Facilitate the ordering, booking in, stock control and audit of spare parts and consumables within the departmental stock system.
- Ensure that equipment returned for maintenance has been physically labelled or electronically recorded on the equipment management database with all available information
- Must be prepared to work a shift system as required
- Will be expected to work occasional weekends and bank holidays.
- Will be required to travel to satellite services provided by the Trust.
- Work closely with the admin staff in Clinical Engineering, and cover as necessary
Medical Devices
- Assist with the integration of new virtual devices into the e-Quip system.
- Contribute to the creation and ongoing maintenance of Hive stubs for the Medical Devices Training QS system.
- Provide support in tracking and managing documents within the Medical Devices Training QS system.
- Assist in administrative tasks for the Medical Devices Hive page.
- Assist in ensuring compliance with the requirements of the MHRA and CQC for Medical Devices Training.
- Assist in maintaining the medical devices training repository, ensuring that competency documentation is up to date.
- Coordinate manufacturer training for specific devices when required, particularly when departments are unable to organize training independently.
- Serve as a primary point of contact for medical device-related inquiries, escalating issues to the appropriate team members as necessary.
- Collaborate with the MDSO and Medical Devices Training Lead to ensure adherence to the medical devices training policy.Support the Medical Devices Training Lead in delivering training and producing KPI compliance dashboards
Offsite Loans
- Monitor outstanding loans of equipment offsite and discuss with Discharge Planning Department the current situation with a view to recovery of the equipment.
- Prepare and dispatch pouches, to patients discharged with hospital Syringe Drivers, to facilitate the safe return of the said item.Arrange the safe packaging of medical equipment when required for return to the Manufacturers or other bodies outside the Trust.
Risk Management and Governance
- Assist in reporting and investigation of equipment based clinical incidents/ near misses
- Carry out all duties in accordance with the Health and Safety at Work Act, relevant statutory regulations, approved codes of conduct and local rules.
- Ensure that appropriate Personal Protective Equipment (PPE) and other risk control measures, e.g. decontamination of equipment to minimise cross-infection risks to staff and patients, are used, reporting any deficiencies noted to Technical Services Team Leaders
- Assess and report on potential risks immediately, taking corrective action to manage incidents or risks to health, safety and security.
- Demonstrate and encourage good health, safety and security practices in the workplace.
- Duties will require the moving and lifting equipment of a moderate weight daily where safe lifting and handling techniques must be employed.
- Duties will frequently involve the risk of exposure to dust, sharps, medical gases, fumes, chemical solvents, pathogens, bodily fluids, electric shock, ionising and non-ionising radiation and cramped/unpleasant working conditions where appropriate precautions/PPE must be used.
Quality and Performance
- Participate in the maintenance of the Departmental ISO 9000 Quality System.
- Ensure all activities are carried out within a quality framework and meet regulatory requirements.
- Comment upon beneficial changes to own working practices and departmental policies/procedures.
- Plan and prioritise own work under the direction of the line manager.
Finance
- Contribute to the efficient use of physical, staffing and financial resources.
Data Management
- Ensure the equipment management database is updated with timely and accurate details. Where necessary, contact other employees within the trust to obtain any required or missing information.
- Maintain an electronic record of all requests by entering them onto the equipment management database recording any relevant information or issues arising.
- Create a monthly audit report showing the demand and usage of each item of equipment.
Staff Recruitment, Training and Development
- Within individual level of skills, knowledge and competence, provide technical support and advice to professional users.
- Attend mandatory training and other appropriate training sessions as and when required.
- Develop new knowledge and competences in line with departmental requirements.
- Produce and maintain a Personal Professional Portfolio, giving evidence of Continuing Professional Development and competence.
- Demonstrate own duties to less experienced employees
- Provide training and guidance to users and facilitators of the Out of Hours Loan request system
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
The tasks listed will be carried out with a degree of autonomy, individual responsibility and personal accountability, unless otherwise stated. Support and advice in all areas will be available from the line manager and other engineers in the Department.
All duties will be carried out in accordance with NHS guidelines and departmental Quality Assurance (QA) systems and policies to ensure that equipment is maintained in an accurate and correctly functioning manner for the safety and benefit of all users and patients.
Offer cross-functional administrative support within Clinical and Radiotherapy Engineering to ensure continuity during annual leave or sickness absences.
General
- Will manage/take minutes from meetings in Radiotherapy and Clinical Engineering
- Book/manage training courses and associated documentation and travel
- Updating and checking QS is up to date on reviews
- Manage group/departmental meetings
- Updating documentation as requested
- Demonstrates the agreed set of values and accountable for own attitude and behaviour
Equipment Coordination
- Monitor and liaise with contractors over managed service contracts to ensure their service commitments are accurately and acceptably performed and recorded within the quality system.
- Perform audits when required within The Trust
- Respond appropriately and in accordance with the urgency, of requests for medical equipment information ensuring that the equipment management database is updated with timely and accurate information.
- Monitor equipment movement, updating the equipment management database using information obtained from the requestor(s).
- Perform routine and corrective maintenance on pre-determined Medical Devices that competency has been attained through training. This work will be completed under the direction of the Technical Services (TS) Team Leader(s) and in accordance with the departmental Quality System.
- Advise management on equipment shortfalls or replacement needs where appropriate.
- Liaise with other departments/divisions to provide a coordinated approach for any services required e.g. Estates, Clinical Engineering, other CMPE departments.
- Maintain close liaison with the TSG Team Leaders across all sites in the day-to-day running of the department, advising of any deficiencies or problems encountered within the equipment management system.
- Facilitate the ordering, booking in, stock control and audit of spare parts and consumables within the departmental stock system.
- Ensure that equipment returned for maintenance has been physically labelled or electronically recorded on the equipment management database with all available information
- Must be prepared to work a shift system as required
- Will be expected to work occasional weekends and bank holidays.
- Will be required to travel to satellite services provided by the Trust.
- Work closely with the admin staff in Clinical Engineering, and cover as necessary
Medical Devices
- Assist with the integration of new virtual devices into the e-Quip system.
- Contribute to the creation and ongoing maintenance of Hive stubs for the Medical Devices Training QS system.
- Provide support in tracking and managing documents within the Medical Devices Training QS system.
- Assist in administrative tasks for the Medical Devices Hive page.
- Assist in ensuring compliance with the requirements of the MHRA and CQC for Medical Devices Training.
- Assist in maintaining the medical devices training repository, ensuring that competency documentation is up to date.
- Coordinate manufacturer training for specific devices when required, particularly when departments are unable to organize training independently.
- Serve as a primary point of contact for medical device-related inquiries, escalating issues to the appropriate team members as necessary.
- Collaborate with the MDSO and Medical Devices Training Lead to ensure adherence to the medical devices training policy.Support the Medical Devices Training Lead in delivering training and producing KPI compliance dashboards
Offsite Loans
- Monitor outstanding loans of equipment offsite and discuss with Discharge Planning Department the current situation with a view to recovery of the equipment.
- Prepare and dispatch pouches, to patients discharged with hospital Syringe Drivers, to facilitate the safe return of the said item.Arrange the safe packaging of medical equipment when required for return to the Manufacturers or other bodies outside the Trust.
Risk Management and Governance
- Assist in reporting and investigation of equipment based clinical incidents/ near misses
- Carry out all duties in accordance with the Health and Safety at Work Act, relevant statutory regulations, approved codes of conduct and local rules.
- Ensure that appropriate Personal Protective Equipment (PPE) and other risk control measures, e.g. decontamination of equipment to minimise cross-infection risks to staff and patients, are used, reporting any deficiencies noted to Technical Services Team Leaders
- Assess and report on potential risks immediately, taking corrective action to manage incidents or risks to health, safety and security.
- Demonstrate and encourage good health, safety and security practices in the workplace.
- Duties will require the moving and lifting equipment of a moderate weight daily where safe lifting and handling techniques must be employed.
- Duties will frequently involve the risk of exposure to dust, sharps, medical gases, fumes, chemical solvents, pathogens, bodily fluids, electric shock, ionising and non-ionising radiation and cramped/unpleasant working conditions where appropriate precautions/PPE must be used.
Quality and Performance
- Participate in the maintenance of the Departmental ISO 9000 Quality System.
- Ensure all activities are carried out within a quality framework and meet regulatory requirements.
- Comment upon beneficial changes to own working practices and departmental policies/procedures.
- Plan and prioritise own work under the direction of the line manager.
Finance
- Contribute to the efficient use of physical, staffing and financial resources.
Data Management
- Ensure the equipment management database is updated with timely and accurate details. Where necessary, contact other employees within the trust to obtain any required or missing information.
- Maintain an electronic record of all requests by entering them onto the equipment management database recording any relevant information or issues arising.
- Create a monthly audit report showing the demand and usage of each item of equipment.
Staff Recruitment, Training and Development
- Within individual level of skills, knowledge and competence, provide technical support and advice to professional users.
- Attend mandatory training and other appropriate training sessions as and when required.
- Develop new knowledge and competences in line with departmental requirements.
- Produce and maintain a Personal Professional Portfolio, giving evidence of Continuing Professional Development and competence.
- Demonstrate own duties to less experienced employees
- Provide training and guidance to users and facilitators of the Out of Hours Loan request system
Person Specification
Qualifications
Essential
- An NVQ level 3 or equivalent Qualification in a relevant administration role
Experience
Essential
- Previous experience coordinating equipment/resources
Desirable
- Experience of stock level control
Skills
Essential
- Good verbal and written communication skills
- Computer Literate with a knowledge of Word, Excel, Outlook and database programmes
- An ability to work independently and make informed decisions
- Able to respond to requests and prioritise own workload
- Producing reports
Desirable
- Monitoring of service contracts and producing reports.
Knowledge
Essential
- An awareness of Quality Systems
- An awareness of equipment and stock management systems
Desirable
- Knowledge of ISO 9000 accredited Quality Management Systems
- Knowledge of medical equipment management systems
- Knowledge of Medical Equipment regulatory bodies & management practises
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- May be required to work flexibly or carry out duties during unsociable hours and across multiple sites
- Capable of working in clinical areas, which may include proximity to distressing patient situations, where sympathy, tact and discretion are to be maintained at all times.
- On-going ability to lift/move equipment of moderate weight and be physically capable of manoeuvring around/under it when being maintained.
- Eligible to work in the UK.
- Full driving license
- Will work at other sites in Greater Manchester
Person Specification
Qualifications
Essential
- An NVQ level 3 or equivalent Qualification in a relevant administration role
Experience
Essential
- Previous experience coordinating equipment/resources
Desirable
- Experience of stock level control
Skills
Essential
- Good verbal and written communication skills
- Computer Literate with a knowledge of Word, Excel, Outlook and database programmes
- An ability to work independently and make informed decisions
- Able to respond to requests and prioritise own workload
- Producing reports
Desirable
- Monitoring of service contracts and producing reports.
Knowledge
Essential
- An awareness of Quality Systems
- An awareness of equipment and stock management systems
Desirable
- Knowledge of ISO 9000 accredited Quality Management Systems
- Knowledge of medical equipment management systems
- Knowledge of Medical Equipment regulatory bodies & management practises
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- May be required to work flexibly or carry out duties during unsociable hours and across multiple sites
- Capable of working in clinical areas, which may include proximity to distressing patient situations, where sympathy, tact and discretion are to be maintained at all times.
- On-going ability to lift/move equipment of moderate weight and be physically capable of manoeuvring around/under it when being maintained.
- Eligible to work in the UK.
- Full driving license
- Will work at other sites in Greater Manchester
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.
