Job overview
This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women’s Hospital or The Walton Centre.
We are looking to recruit a Project Support and Maintenance Contracts Administrator to support with managing maintenance contracts for a broad range of medical devices to ensure that they are efficiently managed, compliance is upheld, and service delivery meets agreed standards.
The role requires involvement with various services including clinical users, Medical Engineering, and Procurement, liaising closely with medical device suppliers.
Our ideal candidate will have experience of working with electronic databases & data entry, excellent customer & administrative skills, and an understanding of procurement systems & processes.
The successful candidate will be based on the Royal Liverpool Hospital site, working Monday – Friday 8.30-4.30pm.
Main duties of the job
To undertake this role the successful applicant will have experience of working with databases, good all‑round administration and customer service skills.
You will be liaising with service users and external suppliers and will be able to establish a good rapport and professional relationships with others.
* Contract Management – ensure appropriate maintenance contracts for a variety of medical devices are managed efficiently, and act as the first point of call for maintenance related queries.
* Administrative Support – data entry into asset management system, arranging maintenance visits, and ensuring records are updated.
* Compliance & Documentation – ensure all statutory compliance certificates and documentation are collated and accessible.
* Financial Oversight – support procurement activities by obtaining quotes and raising requisitions, whilst tracking spends and budgets.
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award‑winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
Detailed job description and main responsibilities
* Contract Management – Monitor and track maintenance contracts for medical devices, ensuring compliance with terms and conditions. Maintain accurate records of contract documentation, including variations, renewals, and compensation events. Liaise with contractors and suppliers to ensure timely delivery of services and resolution of issues.
* Administrative Support – Input and manage data in asset management system. Prepare reports on contract performance, spend analysis, and compliance metrics. Schedule and coordinate meetings, including minute‑taking and action tracking.
* Compliance & Documentation – Ensure all statutory compliance certificates and documentation are filed and accessible. Review and evaluate contractor Risk Assessments and Method Statements prior to site visits. Support audits and inspections by providing relevant documentation and reports.
* Communication & Coordination – Act as the first point of contact for maintenance‑related queries. Collaborate with internal teams (e.g. Medical Engineering, Procurement, Clinical users, Finance) to support contract delivery. Monitor shared inboxes and distribute communications to relevant stakeholders.
* Financial Oversight – Assist in processing purchase orders and invoices related to maintenance contracts. Track spend against budget and flag anomalies or overspend. Support procurement activities by obtaining quotes and raising requisitions.
Person specification
* Current employee of a LAASP organisation.
Qualifications
* GCSE English Language & Maths or equivalent.
* RSA 2 (or equivalent) Typing/WP ability.
* Ability to produce documents to a high standard.
Experience
* Knowledge of NHS and/or Project Management environment advantageous.
* PRINCE 2.
Knowledge
* Thorough understanding of MS Office software packages, including Microsoft Outlook.
* Excellent knowledge and understanding of MS Word and associated packages.
* Advanced Word, Excel, Powerpoint, Database Management Project Office software, e.g. MS Project Standard.
Skills
* Ability to work within a high pressure environment, and have the ability to multitask.
Other
* Excellent interpersonal skills, the ability to communicate effectively with all internal stakeholders, and external suppliers.
* Must be a self‑start who will approach tasks in a co‑ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision.
* Must have an excellent telephone manner.
Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.
Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.
Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under‑represented in our workforce: black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.
Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (enhanced).
Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.
All employees (and volunteers) are expected to maintain safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.
As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse / any forms of sexual violence.
If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Please note: new entrants to the NHS will commence on the first pay point of the relevant band.
Employer certification / accreditation badges
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
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