EBME Administrator (Band 3) - Administrator - Electrical and Biomedical Engineering (EBME) Depa[...]

Main area
Administrator - Electrical and Biomedical Engineering (EBME) Department
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
265-6185519
Site
Northampton General Hospital
Town
Northampton
Salary
£22,816 - £24,336 per annum
Salary period
Yearly
Closing
25/04/2024 23:59
Job overviewDue to career progression we have an administrator vacancy in our Electrical and Biomedical Engineering
department .
We are a small but busy team who purchase, maintain, repair, loan and provide training for medical equipment used throughout the hospital. We are looking for a friendly, organised and capable individual with great IT skills to provide administrative support and clerical duties, working alongside our other administrator.Main duties of the jobDuties will include managing the Electrical and Biomedical Engineering (EBME) help desk, placing order for office items and spare parts, input and updating of medical device records on our asset register, inputting and updating training records on a database and booking in repair jobs for the EBME team.To provide clerical support to the Clinical Engineering management team, the department Chief Biomedical Engineer and the Training Coordinator.Working for our organisationNorthampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.Our Excellence ValuesCompassionAccountabilityRespectIntegrityCourageWe want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.Detailed job description and main responsibilitiesROLE AND RESPONSIBILITIESCommunicationUse initiative and discretion when communicating with EBME management and team.Answer and deal with telephone calls from our customers and suppliers, transferring relevant calls, taking messages or re-directing calls where necessary. Investigating and responding to queries.Receive emails for EBME team, as necessary or when required to do so, i.e. during annual leave.Redirecting Engineering requests to the relevant member of the team.Process post daily and distribute to the relevant member of the team or department.Support the department by liaising with the customers and directing their queries/requests to the relevant team member.Ensuring that all avenues of communications flow effectively between the different departments within the organisation (stakeholders, e.g. finance, purchasing, clinical groups, IM&T).Support in the dissemination of information pertaining to medical devices to the various stakeholders and EBME team, as directed by the Management.Planning and OrganisingResponsible for organising meetings on behalf of EBME department. Liaising with relevant groups/stakeholders within the Trust as well as liaising with external organisations and customers.Responsible for producing all paperwork required and arranging venues, equipment and refreshments as required.Responsible for organisation any training travel / accommodation requirements for all department staff attending courses.Responsible for maintaining office diaries meeting room and booking, cancelling and rearranging meetings for EBME Management.Manage stock control using a computerised database system, ensuring minimum stock levels are maintained and by working in partnership with the purchasing department to ensure prices of parts are kept updated.Support in the smooth running of the department to ensure that database job records are cleared efficiently and that the records comply to the requirements of the quality management system.Support the EBME management in quality related administration and planning for quality audits, management reviews the release and implementation of quality/health and safety related processesAdministration and MeetingsAttend all meetings relevant to the EBME department and take minutes of meetings in line with the requirement of the quality management system.Support EBME Management (in the capacity of Medical Device Safety Officer MDSO), by ensuring that all safety elements and associated administration have been followed and the relevant documents and communications are sent out to the end users.Support in the general housekeeping on the medical device asset management database.Ensuring that all relevant elements to support the engineering team are covered, to include (but not exhaustive): central record keeping and data entry into the database for engineers work completed; maintaining electronic stock records (price and qty); audit and maintain makes and models of equipment; support quality managed standing operating processes such as acceptance and condemnation; supporting the departments metrics in place; support the administration of the system; support the document management (service report scanning and attachment to jobs).Support the department by using trusts purchasing systems to raise orders for parts and services in line with the requirements of the engineering team; receipting and supporting the finance department, i.e. invoices queries matching and receipting of orders and closed off in line with the trusts processes.Process all correspondence, reports, policies and documents for Clinical Engineering Management.Responsible for maintaining manuals and electronic filing systems for all aspects of workincluding invoices.Responsible for updating and archiving records and documents pertaining to the EBME engineering service.Must be familiar with all quality related processes and roles/responsibilities of staff within the department to assist with general enquiries and to assist with service provision to our customers, including the ‘customer focus’ element of the quality system (feedback and complaints).The above list will be typical but not an exhaustive list of duties. Other administrative dutiesmay be requiredPerson specificationEducations, Training & QualificationsGCSE (or equivalent) qualifications to demonstrate a good standard of general education.NVQ level 3 in Customer Service or Business Administration or equivalent level of education, training or experience.Knowledge & ExperienceSecretarial / clerical experience.Experience of creating agendas and taking minutes (including typing and distribution).Minute taking at senior level meetingsUse of Microsoft Office programmes including Word, Excel and Outlook.Diary management.Handling queries through face to face telephone and email handling.Awareness of the importance of quality, dignity & rights.Previous NHS experienceSkills & AbilitiesEffective interpersonal skillsGood planning & organisational skillsTeam WorkerAbility to address and develop solutions to problemsAble to work effectively within a team environmentEvidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationshipsGood IT and keyboard skills with a high level of attention to detail, in particular skills in using a database systemCompetent to deal with sensitive and confidential issuesBeing able to juggle different pieces of work at one timeAbility to work alone and on own initiativePhysical skills in the movement of equipmentHigh level of concentration when working on e-Quip systemSitting at a VDU workstation for long periods of timePersonal Qualities & AttributeFlexibleProfessional appearanceEnthusiastic & motivatedOrganised, attention to detailGood telephone manner when making and receiving callsAt Northampton General Hospital we provide general acute services and hyper-acute stroke, vascular and renal services to people living in Northamptonshire. As well as this we are an accredited cancer centre and provide cancer services to a wider population of Northamptonshire and parts of Buckinghamshire.We are proud to be the first hospital in the UK to have obtained Pathway to Excellence designated accreditation from the American nurses credentialing centre (ANCC).We celebrate staff achievements and value the importance of working as one big team. That’s why we talk about Team NGH. It’s all about working together to provide the best possible care for our patients and supporting each other to grow and develop our skills. We are driven to helping you to be the best you can be.We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.Apply today and join the largest family in Northamptonshire. Our Excellence Values:
Compassion
Respect
Integrity
Courageous
Accountable To apply for this post, scroll down to the bottom of this page and select “apply online now”.In submitting an application form, you authorise Northampton General Hospital to confirm any previous NHS service details via the Electronic Staff Record Inter Authority Transfer process should you be appointed to the post.Due to the high number of applications received we are unable to respond to each application individually. If you have not been contacted within 4 weeks of the closing date you have been unsuccessful in this application.For further information on nursing, apprenticeships, A&E or any other departments please visit our specific website or pages that are indicated on the right hand side of this advert.Northampton General Hospital NHS Trust recognises that staff of differing backgrounds and life experiences enrich our workforce and bring different skills and knowledge. We therefore encourage and welcome applications for our vacancies from all candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.PLEASE NOTE THAT WE RESERVE THE RIGHT TO CLOSE VACANCIES PRIOR TO THE ADVERTISED CLOSING DATE WHEN WE ARE IN RECEIPT OF SUFFICIENT APPLICATIONSEmployer certification / accreditation badgesThe postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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