Job overview
Operations Support Services is pleased to offer an opportunity for an experienced candidate to apply for the post of Clinical Equipment Coordinator on an 8 month secondment.
The successful candidate must be a good team player with a positive attitude, excellent communication skills, ability to work under pressure and a good understanding of IT packages. Attention to detail is always expected along with confidentiality. Previous office / administration experience is required as is good written and verbal communication skills, with the ability to work to deadlines. You must be able to work on your own initiative and without supervision. You must have the ability to prioritise your workload and also be a team player. A good telephone manner and excellent communication skills are essential for this demanding role, along with excellent keyboard and problem solving skills.
If this sounds like the role for you, then please complete an application. If you would like to have an informal chat prior to submitting an application, please contact:
Main duties of the job
To work independently in a supportive role using initiative regarding their own workload, ensuring statutory and Trust deadlines are met and ensuring that all work falls within the directions covered by the Trust Medical Devices Policy.
To assist other members of the Operations Support Services team with investigations and enquiries e.g. Datix, when requested, ensuring that a timely, complete and appropriate response is provided. The post-holder will be Datix trained and will support the Operations Support Services team in developing and producing Datix reports for the Clinical Equipment Manager.
To work under the direction of the Logistics & Distribution Manager to contribute towards development and review of policies and procedures which support the implementation and continuation of an effective Clinical Equipment and Logistics team.
To assist with the smooth and efficient running of the Operations Support Services department by responding to emails generated by SCAS employees, service providers, third party enquiries and automated systems keeping the Logistics & Distribution Manager up to date on a regular basis, both face to face, Microsoft teams and telephone.
Working for our organisation
Benefits we offer:
* Expert training and support from our dedicated in-house education team.
* Holiday entitlement is 27 days rising to 29 days after 5 years and 33 days after 10 years, plus 8 bank holidays (pro rata for part time).
* Enrolment into the NHS Pension Scheme.
* Access to continual professional development and opportunities within SCAS and the NHS.
* Occupational Health support along with an Employee Assistance Programme.
* NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
About Us
South Central Ambulance Service NHS Foundation Trust provides a range of emergency, urgent care and non-emergency healthcare services, along with commercial logistics services.
The Trust delivers most of these services to the populations of Berkshire, Buckinghamshire, Hampshire and Oxfordshire as well as non-emergency patient transport services in Surrey and Sussex.
We serve a population of over 7 million and answer over 500,000 urgent calls a year. We employ 4,551 staff who, together with over 1,100 volunteers, enable us to operate 24 hours a day, seven days a week.
Detailed job description and main responsibilities
1. To work independently in a supportive role using initiative regarding their own workload, ensuring statutory and Trust deadlines are met and ensuring that all work falls within the directions covered by the Trust Medical Devices Policy.
2. To assist other members of the Operations Support Services team with investigations and enquiries e.g. Datix, when requested, ensuring that a timely, complete and appropriate response is provided. The post-holder will be Datix trained and will support the Operations Support Services team in developing and producing Datix reports for the Clinical Equipment Manager.
3. To work under the direction of the Logistics & Distribution Manager to contribute towards development and review of policies and procedures which support the implementation and continuation of an effective Clinical Equipment and Logistics team.
4. To assist with the smooth and efficient running of the Operations Support Services department by responding to emails generated by SCAS employees, service providers, third party enquiries and automated systems keeping the Logistics & Distribution Manager up to date on a regular basis, both face to face, Microsoft teams and telephone.
5. Recognising the need for the local resolution of administration problems, in the absence of the Logistics & Distribution Manager, recognising when the issue is beyond the remit of this role, and to escalate the problem or concern to another member of staff within the function of the directorate concerned or to another directorate if appropriate.
6. To carry out duties associated with the administration of Operations Support Services team as required by working closely with the other members of the team to ensure that the maintenance and repair of all Trust assets is undertaken in accordance with Trust policy and ensuring the efficient use of resources at all times.
7. To take notes at the Medical Devices Review Group and other Support Services meetings associated with this role where indicated and reproduce these notes in the SCAS format for clarity and upward reporting. Attend locations across the Trust as required to meet staff, gain understanding of local concerns with medical equipment, and assist with the preparation of annual and onward reports thereafter.
8. To act as first point of contact for telephone enquiries from service providers, sales representatives etc., and to provide information related to the work of the department when requested, ensuring that a timely, complete and appropriate response is provided.
9. To monitor and oversee the diary of the Clinical Equipment Manager, Logistics and Distribution Manager and Support Services Manager, scheduling appointments and meetings as necessary with internal colleagues, engineers, suppliers and their agents and other key external stakeholders.
10. To liaise with the SCAS publications team in the production and distribution of current affairs material to include Hot News items, items of staff interest, and assist the Clinical Equipment Manager to save and publish the Make Ready Directives with developing and maintaining a Clinical Equipment folder on the Intranet.
11. To maintain, store and dispose of records in a manner that will satisfactorily meet the statutory requirements of legislation such as Caldicot, the General Data Protection Regulations and the Freedom of Information Act.
12. To contribute to the maintenance of good corporate governance arrangements, including risk management, by informing the Clinical Equipment Manager of any potential or actual risks or breaches of compliance and working with other departments within SCAS in the event of an incident relating to a medical device.
13. To ensure an efficient and appropriate filing system is maintained for all records both on line and hard copy.
14. To provide support to ensure that good lines of communication exist between service providers, Ambulance Make Ready Operatives, front line staff, support staff and South Central Fleet Services Workshops to ensure the best use of resources at all times.
15. To contribute towards and support effective team working with all departments of the Trust.
16. The Trust requires a complete inventory of all medical devices across all areas. An essential component of the post-holder’s role is supporting the Clinical Equipment Manager and Logistics and Distribution Manager with the maintenance of this inventory, to provide accurate information for both clinical and financial purposes. The inventory/asset database will play a vital role in the management of all medical devices and forms the backbone of information both for financial and maintenance purposes. The post-holder working with the Trust’s Finance, Procurement, Risk and the Operations Support Services team, must establish an indicative cost at purchase, the cost of the replacement equipment, the risk category into which it falls, the ownership of the equipment and the maintenance contract under which it is serviced.
17. With the inventory information, the post-holder should support the maintenance of a clear strategy for the replacement of devices in the South Central Ambulance Service, i.e. device replacement following the Trust Lifecycle policy and other Medicines and Healthcare Regulatory Agency (MHRS) guidance ensuring maintenance schedules are adhered to. This involves constant vigilance with respect to new equipment coming into the Trust – ensuring that it is registered on the strategy for replacement at the appropriate time. The post-holder will dispense advice to the Operations Support Service team, Ambulance Make Ready Services and relevant staff on what equipment is reaching the end of its lifespan so that decisions may be made on appropriate timing for applications for its replacement.
18. To support the maintenance of departmental records relating to the availability, repair and service history, status reporting, maintenance and repair schedules of all assets using the appropriate record keeping methods in accordance with Trust policy and procedure to meet the needs of the Trust and ensure that such information is available on-line or in hard copy format as required.
19. To work closely with Procurement team to support the standardisation and compatibility with other similar devices in the Trust.
20. To provide support in the procurement of medical devices, including assistance with evaluation documents and adjudication matters where required. Procurement of medical devices from charitable sources must also be managed which includes being aware of regulations pertaining to charitable purchases and be fully auditable in the event of any queries in this respect.
21. To be supportive in the sourcing of new products and assist in the on-going identification of areas of cost reduction.
22. Be expected to understand the legal and MHRS requirements of the acquisition of medical devices either through procurement or on loan. Arrangements of indemnity cover of loaned items should be handled centrally to ensure adequate insurance cover in the event of an incident relating to loaned equipment.
23. To support the Clinical Equipment Manager to investigate all options for maintenance to ensure optimum usage of equipment in a safe condition, meeting legal and MHRA requirements and Trust budgets. Internally there must be interactions with but not exclusive to the following SCAS departments: Procurement, Fleet, Risk, Training, Finance, Infection Prevention Control, ICT, Central Logistics Unit. Externally, there will be interaction and meetings with: Suppliers, Field Service Engineers, MHRA, Ambulance Make Ready Support Services, Manufacturers. This list is not exhaustive.
24. To support the Clinical Equipment Manager to ensure that the Trusts clinical device assets are maintained as per the recommended PPM and that the assets serviceability and value is maintained in line with Trust Financial Policies and the Trusts Medical Devices and Lifecycle Policy.
25. To support the Clinical Equipment Manager with effective management of producing orders on the Proactis system to complete servicing and PPM of medical devices that are then passed to the Clinical Equipment Manager for authorisation.
26. To ensure all documentation related to breakdown and or incidents of assets are generated, processed and progressed according to Trust policy and in a timely and effective manner, and assist with preparing and collating information for audit, investigations etc. as required.
27. To ensure the Health and Safety regulations are complied with and that safe procedures and practices are followed at all times for all staff and visitors.
28. To attend any relevant training relating to the work of the department in accordance with Trust policy, to include all online statutory and mandatory annual update training.
29. To participate in the Trust’s annual Individual Performance Review and Development and KSF programmes.
30. To support all designated staff from the department and to assist with the deployment of appropriate assets in the event of a Major Incident.
Person specification
Qualifications
Essential criteria
* 3 GCSE grade A-C including English Language or equivalent
Desirable criteria
* Previous knowledge and understanding of medical devices within the pre-hospital environment
Knowledge and Experience
Essential criteria
* Office / administration experience
* Customer service experience
* Excellent written and verbal communication, organisational and planning skills
* Minute taking
* Advanced knowledge of windows package
* Experience of supplies / devices management, distribution and stock control
Desirable criteria
* Experience of medical devices maintenance management
We actively welcome job applications from candidates who have a disability or who are members of the BAME, LGBTQ+ and Armed Forces community (including: Reservists, Veterans, Spouses and Cadets). Here at SCAS we are proud to have a workforce that reflects the diverse community we serve. Applicants who have a disability or are members of the armed forces community who meet the minimum shortlisting criteria for their post of interest will be invited for an interview and/or assessment (where applicable).
As well as standard NHS benefits like generous holiday entitlement and an excellent pension scheme, we offer lots of extras for our staff.