Contracts/Training Administrative Assistant (Clinical Engineering)

Job overview

Band 3 Contracts/Training Administrative Assistant (Clinical Engineering)

The Clinical Engineering Department at the Royal Berkshire NHS Foundation Trust is looking for a highly organised, motivated and enthusiastic Administrative Assistant to support the Contracts Manager and Medical Devices Training Coordinator as well as the wider Clinical Engineering Team.

To provide administrative support to the Clinical Engineering Contracts Manager, Medical Devices Training Coordinator and the wider Clinical Engineering Team at the Royal Berkshire NHS Foundation Trust.

The post holder will be able to work unsupervised and to communicate effectively with the multidisciplinary team and various internal and external stakeholders promoting good working relationships.

If you are someone who can work unsupervised, is an effective communicator and highly organised, we would love to hear from you.

Main duties of the job

• Undertake general office duties including answering queries to the Department, taking messages ensuring they are passed onto the appropriate member(s) of the Team and urgent matters are flagged appropriately.
• Maintain the Departmental database (e-Quip) by inputting, cleansing, retrieving and auditing data to ensure all data relating to service/maintenance contracts is accurate and complete.
• Arrange meetings for the Senior Management Team.
• Take Minutes of Meetings.
• Assist with the production of documents and reports.
• Support the other Administrative roles and cover holiday and other absence periods and when the workload requires.
• Ensure all work adhere to the Department’s Quality Management System (QMS).
• Be responsible for maintaining personal development to meet the role, the Department’s needs and those of the organisation.

Detailed job description and main responsibilities

• Undertake general office duties including answering queries to the Department, taking messages ensuring they are passed onto the appropriate member(s) of the Team and urgent matters are flagged appropriately.
• Maintain the Departmental database (e-Quip) by inputting, cleansing, retrieving and auditing data to ensure all data relating to service/maintenance contracts is accurate and complete.
• Arrange meetings for the Senior Management Team.
• Take Minutes of Meetings.
• Assist with the production of documents and reports.
• Support the other Administrative roles and cover holiday and other absence periods and when the workload requires.
• Ensure all work adhere to the Department’s Quality Management System (QMS).
• Be responsible for maintaining personal development to meet the role, the Department’s needs and those of the organisation.

Please refer to the attached Job Description and Person Specification for further details of the role.