Clinical Engineering Administrator

Provide secretarial and administrative support to the EBME department to help reduce their general admin workload

Organise and maintain EBME's electronic asset management system,updating details when necessary

During cover for sickness and holidays, provide backup administrative support to the Head of EBME, Accountable to the Head of EBME for providing personal administrative support and support to the EBME department

Maintain an effective office environment including the use of technology, data management and filing systems

Maintain EBME's electronic asset register by updating planned and reactive jobs undertaken by EBME staff

Maintain EBME's electronic asset register by addition of new equipment and removal of scrapped/disposed items

Generate reports upon request regarding department/Trust medical equipment

Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.

Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately

Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.

Prepare, despatch, open and distribute EBME mail.

Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature

Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.

As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc., The Electronics and Biomedical Engineering (EBME) department is a specialist team engaged in overseeing all aspects of medical equipment management, which spans from research, design and installation, through to maintenance and eventual disposal. Incorporated within EBME, is the Medical Equipment Library (MEL): whose primary focus is distributing medical devices where needed, in a timely manner., Accountable to the Head of EBME for providing personal administrative support and support to the EBME department

Maintain an effective office environment including the use of technology, data management and filing systems

Maintain EBME's electronic asset register by updating planned and reactive jobs undertaken by EBME staff

Maintain EBME's electronic asset register by addition of new equipment and removal of scrapped/disposed items

Generate reports upon request regarding department/Trust medical equipment

Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.

Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately

Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.

Prepare, despatch, open and distribute EBME mail

Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature

Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.

As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc.

Therefore, practical knowledge; relevant qualifications; administrative expertise of working within such services; and familiarity with medical devices and multi-disciplinary teams across the organisation are fundamental to this position.,

• Educated to minimum GCSE level (with 'Grade C'/4 and above in English and Maths essential)


• Appropriate Administration qualification i.e. NVQ level 2/3 or above - experiential equivalence also considered, Good knowledge of data collection, data input and data reporting with paper and IT-based systems


• Working as part of a multi-disciplinary team


• Demonstrable ability to understand systems and data to generate reports


• Clear and accurate communication skills via phone, email, face-to-face, written reports and presentations - frequently conveying information and sometimes confidential issues


Desirable criteria


• General understanding of the medical engineering and the medical devices industry
  
  At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust.


We aim to employ a workforce that reflects the diverse communities we serve.

We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.

We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.


• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.


• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.


• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.


Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £42.90 and for a Standard Disclosure £22.90 which includes a small handling fee.