Job overview
Provide secretarial and administrative support to the EBME department to help reduce their general admin workload
Organise and maintain EBME’s electronic asset management system,updating details when necessary
During cover for sickness and holidays, provide backup administrative support to the Head of EBME
Main duties of the job
Accountable to the Head of EBME for providing personal administrative support and support to the EBME department
Maintain an effective office environment including the use of technology, data management and filing systems
Maintain EBME’s electronic asset register by updating planned and reactive jobs undertaken by EBME staff
Maintain EBME’s electronic asset register by addition of new equipment and removal of scrapped/disposed items
Generate reports upon request regarding department/Trust medical equipment
Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.
Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately
Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.
Prepare, despatch, open and distribute EBME mail.
Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature
Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.
As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc.
Working for our organisation
The Electronics and Biomedical Engineering (EBME) department is a specialist team engaged in overseeing all aspects of medical equipment management, which spans from research, design and installation, through to maintenance and eventual disposal. Incorporated within EBME, is the Medical Equipment Library (MEL): whose primary focus is distributing medical devices where needed, in a timely manner.
Therefore, practical knowledge; relevant qualifications; administrative expertise of working within such services; and familiarity with medical devices and multi-disciplinary teams across the organisation are fundamental to this position.
Detailed job description and main responsibilities
Accountable to the Head of EBME for providing personal administrative support and support to the EBME department
Maintain an effective office environment including the use of technology, data management and filing systems
Maintain EBME’s electronic asset register by updating planned and reactive jobs undertaken by EBME staff
Maintain EBME’s electronic asset register by addition of new equipment and removal of scrapped/disposed items
Generate reports upon request regarding department/Trust medical equipment
Act as the main point-of-contact for the EBME department with internal colleagues and visitors to the department, including medical device reps, suppliers and other external stakeholders.
Screen incoming phone calls, enquiries and requests - handling and escalating each one appropriately
Proactively deal with any daily correspondence i.e. filing, typing, photocopying, faxing, laminating etc.
Prepare, despatch, open and distribute EBME mail
Liaise with Procurement, Finance departments and suppliers with regards to progressing quotations, deliveries, invoicing and payments and resolving anomalies of a descriptive, numeric and arithmetic nature
Liaise with companies regarding service and repair of equipment, which cannot be maintained in-house.
As cover for sickness and holidays, provide personal administrative support for the Head of EBME - sorting emails, diaries and any appointments, attending meetings and taking notes etc.
Person specification
Education & Qualification
Essential criteria
* Educated to minimum GCSE level (with ‘Grade C’/4 and above in English and Maths essential)
* Appropriate Administration qualification i.e. NVQ level 2/3 or above - experiential equivalence also considered
Knowledge
Essential criteria
* Good knowledge of data collection, data input and data reporting with paper and IT-based systems
* Working as part of a multi-disciplinary team
* Demonstrable ability to understand systems and data to generate reports
* Clear and accurate communication skills via phone, email, face-to-face, written reports and presentations - frequently conveying information and sometimes confidential issues
Desirable criteria
* General understanding of the medical engineering and the medical devices industry