Job summary We are looking for an enthusiastic Administrator to join our Health and Safety Team within the Estates directorate. This role will be suited to a highly organised person as you will be responsible for maintaining records on the Medical Device Database along with arranging appointments.The successful candidate must have previous administration experience and be used to working in a busy office environmentPlease see the person specification and the job description for more details as well as the job overview. Main duties of the job The post holder will provide comprehensive administrative support to the Head of Health Safety and Compliance. This role is a critical support to the process by which our Medical Devices, their supply and servicing are maintained, which in turn ensures our clinical staff have the right equipment available to them to provide excellent, safe care. This post sits within the Estates and Facilities Team and supports the continuous improvement of patient safety within the wider group. Although working closely with the Head of Health, Safety and Compliance, the Medical Device Administrator role will involve frequent liaison and relationship building with staff across Provide at varying levels of the organisation. As part of the Estates and Facilities Team the post holder will also support, and have the support of, the wider Team with any other reasonable support requests with the banding of this role. About us Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services. We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people's homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England. A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times: Vision: Transforming Lives Values: Care, Innovation and Compassion Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people. Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT, Ethnic Minority and Men's Networks. We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background. Date posted 03 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 828-PROVIDE3428 Job locations HQ - 900 The Crescent Colchester CO4 9YQ Job description Job responsibilities Responsible for ensuring the maintenance of the medical equipment database is up to date by carrying our regular audits, (This includes service/calibration dates, location, required training etc.) Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on-going work with guidance. Work with colleagues, equipment providers and external maintenance companies to ensure the timely and smooth servicing of medical devices / equipment. Responsible on compiling and distributing medical device information and reports to services, Safety and Quality and Medical Device contractor Act as a first point of contact for the team, communicating effectively with a wide range of internal and external stakeholders Responsible for the decommissioning of end-of-lifecycle medical devices; ensure the medical devices are clean, all asset tags are removed and removal from the dedicated database before disposal. To work with the Head of Health, Safety and Compliance to swiftly respond to any product recall or Field Safety Notices and collate the required evidence. Undertake data entry and perform data validation checks within electronic management systems and databases. Update reports from the incident and risk management systems in relation to Medical Devices Highly organised, prioritising workload and managing enquiries; referring complex queries to the appropriate expert for resolution To lead on carrying out spot checks of equipment to confirm location and on the eQuip database Co-ordination of the Medical Device meetings (Room bookings, agenda, maintenance of the action log, minute taking, associated communication of documents etc.) Responsible for booking Health and Safety training Developing a Health and Safety database of training courses, those taking place and renewal dates. Be proficient in the use of Microsoft Word, Powerpoint, and Excel to enter, retrieve and collate data Support the Head of Health, Safety and Compliance with any other reasonable tasks commensurate with a Band 3 role. Job description Job responsibilities Responsible for ensuring the maintenance of the medical equipment database is up to date by carrying our regular audits, (This includes service/calibration dates, location, required training etc.) Prioritises own work to meet deadlines in conjunction with colleagues and prioritises on-going work with guidance. Work with colleagues, equipment providers and external maintenance companies to ensure the timely and smooth servicing of medical devices / equipment. Responsible on compiling and distributing medical device information and reports to services, Safety and Quality and Medical Device contractor Act as a first point of contact for the team, communicating effectively with a wide range of internal and external stakeholders Responsible for the decommissioning of end-of-lifecycle medical devices; ensure the medical devices are clean, all asset tags are removed and removal from the dedicated database before disposal. To work with the Head of Health, Safety and Compliance to swiftly respond to any product recall or Field Safety Notices and collate the required evidence. Undertake data entry and perform data validation checks within electronic management systems and databases. Update reports from the incident and risk management systems in relation to Medical Devices Highly organised, prioritising workload and managing enquiries; referring complex queries to the appropriate expert for resolution To lead on carrying out spot checks of equipment to confirm location and on the eQuip database Co-ordination of the Medical Device meetings (Room bookings, agenda, maintenance of the action log, minute taking, associated communication of documents etc.) Responsible for booking Health and Safety training Developing a Health and Safety database of training courses, those taking place and renewal dates. Be proficient in the use of Microsoft Word, Powerpoint, and Excel to enter, retrieve and collate data Support the Head of Health, Safety and Compliance with any other reasonable tasks commensurate with a Band 3 role. Person Specification Administration experience Essential Any experience with databases, spreadhseets Level 3 diploma or equivalent Medical/Clinical background Health and Safety experience Desirable IOSH Managing Safely Experience of SBS system Clinical background Healthcare environment Past experience Essential Evidence of CPD Communication Essential Good communication skills Ability to listen and digest info Desirable Willingness to learn new skills Person Specification Administration experience Essential Any experience with databases, spreadhseets Level 3 diploma or equivalent Medical/Clinical background Health and Safety experience Desirable IOSH Managing Safely Experience of SBS system Clinical background Healthcare environment Past experience Essential Evidence of CPD Communication Essential Good communication skills Ability to listen and digest info Desirable Willingness to learn new skills Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Provide CIC Address HQ - 900 The Crescent Colchester CO4 9YQ Employer's website https://www.provide.org.uk/ (Opens in a new tab)