EME e-Quip contracts manager

Job overview

The role will be responsible for the management of the maintenance contracts being loaded into e-Quip and ensuring key KPI targets are being met. The role is key in supporting the Head of Medical Engineering with asset management of all medical devices maintained by external providers within the Trust, providing assurance by high standards of record keeping; ensuring existing contracts are renewed in a timely manner; overseeing the booking processes for annual preventive maintenance; logging all contracts and routine servicing information (including service reports) on the Trust’s Medical Devices Database (eQuip).

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The role will frequently require the post holder to engage with Healthcare Partners procurement and finance teams, and external third party contractors.

Main duties of the job

• Oversee and manage service contracts for medical equipment using the E-Quip asset management system.
• Monitor contract costs, ensuring value for money and identifying cost-saving opportunities where contracts haven’t been fulfilled
• Track contract performance against agreed SLAs and escalate non-compliance issues.
• Ensure financial accuracy in invoicing, purchase orders, and budget forecasts related to equipment maintenance in uploaded into e-Quip
• Contact external service providers to request planned preventive maintenance visits in a timely manner, according to the agreed schedule of servicing.
• Liaise with Procurement and Finance teams as necessary regarding maintenance contract renewals and new contracts

Define the maintenance schedule for each piece of equipment in line with MHRA guidelines.

Detailed job description and main responsibilities

Established in 2018 as a wholly owned subsidiary of Royal Surrey NHS Foundation Trust, Healthcare Partners  are focused on attracting, retaining, developing and advancing our workforce. We are proud to be an equal opportunity workplace and an affirmative action employer, inclusion and diversity are key to the success of our company.

If you are looking to join a dynamic company with ambitious growth plans over the next ten years, look no further. You will have the opportunity to shape your career within an organisation where talent is recognised and where we will empower you to learn and develop. We aren’t about putting people into boxes – we want people to break the mould and the boundaries to fulfil their potential. Our team here at HPL know that everything they do makes a difference to patients’ lives. This isn’t just a job – it’s a real career, a way of making a difference every single day. We are a true team of diverse, incredible people, all pulling together to fulfil our vision of enabling our clinicians to provide the ultimate care – using the latest innovations to achieve the best outcome for their patients.

If you meet the requirements for this role and are looking to join an organisation that supports a Healthcare Trust rated Outstanding by the CQC, apply today. This could be the start of your new and rewarding career!

Please refer to the full job description & person Spesification.

Competencies:

• The role calls for someone with Medical device knowledge and as such the post holder will have an awareness of the ISO 9001 quality management system
• Knowledge of medical device asset management systems, ideally e-QUIP
• Strong interpersonal skills with an ability to meet strict deadlines
• Excellent IT skills which should include Microsoft Word and Excel,
• Proficient in administrative and clerical duties.
• Act as first point of contact for all communication relating to contracts within e-Quip.
• Apply specialist knowledge to operate the Department’s database system, ensuring accurate recording of service histories and other relevant documentation, providing records which help to satisfy the departments ISO QMS.

Qualifications:

• Proven experience in administration role, preferably in a fast-paced, dynamic environment.
• Demonstrated ability to organise and manage multiple priorities in a fast-paced, dynamic environment
• Exceptional communication and interpersonal abilities
• Proficient in Microsoft office and excel
• Experience in NHS EME or similar
• Experience of working in the patient environment
• E-Quip database knowledge desirable
• Strong leadership and customer service skills
• Proficient in Microsoft office applications e.g. Word, excel, outlook etc