Job responsibilities ROLE AND RESPONSIBILITIES Communication Use 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 Organising Responsible 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 processes Administration and Meetings Attend 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 required