Clinical Engineering Administrator

Job overview

The role holder will be required to handle incoming and outgoing medical device processes utilising the relevant spreadsheet or database to input the correct information regarding each item.

A large portion of this role relates to the general administration of the Clinical Engineering department in terms of answering telephone queries, engaging with ward staff who attend the department and gathering the necessary information from Clinical Engineering staff regarding a repaired, shipped or maintained medical device. This role also includes all aspects of the purchase ordering process for spares/repairs including dealing with goods in/out. This role also covers the support to implementation of ISO9001/ISO13485 accreditation.

Due to the operational nature of the Clinical Engineering and Equipment Library services, postholders are required to work on-site on a full-time basis to ensure effective day-to-day service delivery and timely response to clinical needs. Working patterns will be agreed in accordance with the needs of the service and the organisational structure. Where applicable, staff may also be expected to participate in an on-call rota to support out-of-hours service continuity.

Main duties of the job

Administrative

• Take part in all reception duties as the Clinical Engineering receptionist, providing a friendly and professional ‘front of house’ operation for the team and be the main point of contact for visitors to the department. Deal with enquiries on all levels from staff to clients/visitors.
• Provide the required support to comply with the Trust’s Management of Contractors on Site Policy, ensuring that the relevant signing in form has been completed by visitors/contractors/managers.
• Have a working knowledge of Microsoft Excel and Microsoft Word and (once trained) be a proficient user of the e-Quip database and PECOS purchase ordering system.
• Receive telephone maintenance requests and deal with such calls promptly and in a professional manner. Ensure all call information is inputted into the maintenance breakdown database and re-direct calls as appropriate to other individuals or departments.
• Working knowledge of Microsoft Office
• Undertake appropriate training/education as required, including identifying own training and development needs.
• Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed.
• To attend all statutory and mandatory training as and when required to do so.
• Adhere to all Trust Policies as applicable.

Detailed job description and main responsibilities

***Please see the attached supporting document/s (JD) which contains more information about the role in the job description and person specification***

NB: ensure any supporting statements align with the job description and person specification, as your application will be assessed against these criteria.

Applicant requirements

The 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.