Job overview
Are you ready to make an impact in a fast-paced, innovative environment? We’re seeking a motivated, detail-oriented individual to join our Medical Engineering Team as a vital part of our operations. You’ll provide essential secretarial and administrative support, maintain key databases, process financial and procurement data, and ensure the smooth renewal of contracts—all while contributing to patient safety across the trust.
What You’ll Do:
1. Manage and maintain the Medical Engineering Information Database, ensuring accurate processing of financial, procurement, and asset information.
2. Track contractor performance via the Contract Renewal Database, running monthly reports.
3. Provide administrative support to the Contracts Manager, ensuring timely contract renewals.
4. Take ownership of your work, managing your workload and making decisions independently with minimal supervision.
Why Join Us?
5. Make a Difference: Our small but mighty team plays a key role in ensuring patient safety through the oversight of medical devices.
6. Work with Excellence: We’re proud to be one of the few ISO-accredited medical engineering departments in the country.
7. Supportive Environment: Be part of a collaborative team where your contributions are valued.
8. Career Growth: Thrive in a role that values initiative and independence, while being part of a close-knit, high-performing team.
Main duties of the job
You will provide comprehensive secretarial and administrative support to the Medical Engineering Management Team. This includes operating and maintaining the Medical Engineering Information Database systems to manage financial, procurement, and asset information effectively. They will also maintain a contract renewal database, generate monthly performance reports on contractors, and support the Contracts Manager with contract renewals. The role requires accountability for individual actions, the ability to work independently, and a focus on being managed rather than directly supervised.
Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
·Develop and maintain effective and professional working relationships with managers, colleagues, contractors and trust staff.Assist, advise and liaise with the Chief Engineer and Contracts Manager on all issues relating to the role.
·Liaise with the Chief Engineer and Contracts Manager regarding contract renewals, Service visits, service reports and missed ppm,s.
·Plan own workload in liaison with Managers. Organise priorities and deal with contract renewal requests.
·Liaise with Suppliers, finance and procurement regarding invoice queries, orders, payments etc.
·Arranges meetings, undertakes minute taking and manages diary appointments.
·Word processing of contract documentation, service contracts and other documents in addition to general correspondence.
·production of monthly reports
·dealing with requests from customers/clients/contractors for a range of services delivered by the Directorate, i.e. medical engineering, Medusa, Contractors badges etc.
·Provides training and mentorship to new starters and colleagues as required.
·Provide staffing cover for colleagues during times of absence or sickness within medical engineering.
·Uses own initiative to ascertain and allocate Medusa queries and tasks to relevant colleagues.
Person specification
Qualifications and Education
Essential criteria
9. NVQ level 2 in Business Administration, or relevant practical experience
10. RSA II or equivalent, or relevant practical experience
Desirable criteria
11. ECDL
12. Shorthand qualification 100 wpm
Knowledge and Experience
Essential criteria
13. Efficient use of Microsoft Word, Excel, PowerPoint, Outlook and Intranet
14. Experience of providing a comprehensive administrative/secretarial service
15. Knowledge and experience of supporting the management of complex contract renewal processes
16. Experienced and competent minute taking
17. Demonstrate a commitment to continuing professional development
Desirable criteria
18. Previous experience of working within the NHS.
19. Experience of using IT databases (MS Access/Oracle)
20. An understanding of medical equipment lifecycle
21. Knowledge of managing external contractors