Job summary QE Facilities' Medical Devices Training Services at the Queen Elizabeth Hospital Gateshead is seeking a reliable, confident, and self-motivated individual for administration of IT Systems within the department, alongside day-to-day admin and clerical duties. The role involves working to approved policies and national data protection standards, proposing protocol updates in line with IT guidance, performing data quality audits, and producing compliance reports for management. Candidates must hold an NVQ Level 3 or equivalent in IT & Business Administration, possess strong Microsoft Office skills, and have IT system administration experience. Excellent organisational, planning, and communication skills are essential. Experience in developing electronic training and video editing is desirable. This role requires a team player with the ability to work independently, remain composed under pressure, and adopt a flexible approach to meet service demands. Responsibilities include providing IT support to departmental staff, training IT system users within the Trust, and managing IT aspects of projects such as new system modules and updates. The role supports all stages of the training cycle and involves maintaining comprehensive task records. Flexibility for shift-based work, including evenings and weekends, may be required. Main duties of the job Serve as the first point of contact for the service, addressing inquiries & managing system accounts and compliance information. Support Trust-wide medical device(MD) training programs, ensuring staff competency and compliance. Administer the Learning Management System (LMS), maintaining data accuracy, integration, and alignment with organisational requirements. Develop and distribute training guides, e-learning materials, and accessible training records. Work with departments, procurement, & suppliers to facilitate training, equipment deployment, & system upgrades. Liaise with stakeholders on safety alerts and project outcomes. Organise meetings, share documentation, and communicate training events. Assist with developing training materials using manufacturer guidance. Maintain accurate records in the LMS and databases, ensuring adherence with ISO standards and local policies. Utilise software technologies to streamline operations. Keep abreast of training advancements. Provide expertise on LMS hardware and software to ensure efficiency. Conduct audits to ensure data quality and assurance. Promote data security and confidentiality best practices. Participate in mandatory training and appraisals to enhance performance. Adhere to Health and Safety, Data Protection, and related regulations. Reduce waste, improve efficiency, and optimise resources to deliver value. Provide administrative support to the Wider MD team as required. About us QE Facilities (QEF) is a wholly owned subsidiary company of Gateshead Health NHS Foundation Trust (GHNT), based in the North East of England. We provide a range of non- clinical services to GHNT and other NHS organisations. Our services include: estates, facilities services, procurement, medical engineering and devices, endoscopy decontamination and sterile services, transport, out-patient pharmacy, and prevention & management of violence & aggression training (PMVA). In addition we provide consultancy services, advising clients on all aspects of establishing a subsidiary company within an NHS body to the provision of VAT compliance advice. QE Facilities work to their own Terms and Conditions and these are not the same as Gateshead Health NHS Foundation Trust Terms and Conditions. This is not an Agenda for Change Pay Rate Date posted 15 January 2025 Pay scheme Other Salary £29,310 a year Per Annum Contract Permanent Working pattern Full-time Reference number 297-QEF-6910168 Job locations Queen Elizabeth Hospital Old Durham Road, Sheriff Hill Gateshead NE9 6SX Job description Job responsibilities To be the 1st point of contact for the service, handling customer enquiries as required. This will include managing system accounts and/or providing required compliance information. Support the delivery of Trust wide training programmes for medical device training. Must also deal with any issues and queries relating to Learning Management System (LMS). Ensure electronic systems are suitably integrated where possible to offer cross functionality i.e. training data base with e-learning software, asset registers, ESR etc, to offer a workable LMS. Develop and maintain good working relationships across relevant departments in relation to software utilisation and data correlation. Help develop training guides/ aide memoirs (in line with supplier detail) and enable staff access to personal training records within the chosen electronic solutions; this must ensure effective operation of the systems from a user perspective, but protection against data loss or unofficial data changes. Work with Procurement to ensure the necessary information is obtained from the supplier to create an effective training programme before the equipment is delivered, ensure upgrades are adequately communicated, and decommissioned equipment data is suitably archived. To provide administrative support with new equipment deployment planning. Work to ensure the development of new training materials are delivered according to pre-planned time scales, including the development of e-learning packages, video recording and editing, proof testing etc. This is also inclusive of following validation processes and ensuring training materials are suitably refreshed to reflect expert guidance and updates. Supports the services response to safety alerts, liaising with appropriate stakeholders and helping to provide an appropriate response. To organise/schedule meetings, provide papers/information, take minutes and circulate within agreed timescales. Supports administration of the Medical Devices Learning Management System (LMS), ensuring a high level of data quality for reporting of project outcomes. Communicate and arrange training events for medical device users. To ensure accurate, timely information is entered and maintained on the appropriate databases and all records are updated. Develop full understanding and individual utilisation of associated supportive software / technologies required for the role and support its wider application across the Trust. Undertake audits to support the services annual program. Work to promote the service, best practice, and Trust-wide competence within clinical arenas. Support admin requirements in attaining and supporting quality standards, i.e. manage document controls such as Management Procedures and Standard Operating Processes in line with ISO Standards, Policy, National Guidance and Regulation. Keep abreast of new emerging training and medical device technologies that may support the service. Be mindful of clinical advancements and associated technical developments. Acknowledge own individual responsibilities under the Health and Safety at Work Act, identify and report as necessary any untoward accident, incidents, or potentially hazardous environments. Ensure that personal information for patients, staff and others is accurate, up to date, treat as confidential, securely stored at all times in compliance with the Data Protection Act 1998, the Caldecott principles and the common law duty of confidentiality. Must follow the record keeping guidelines established by the Trust to ensure compliance with the Freedom of Information Act 2000. Participate in Continuing Professional Development and appraisal. Take responsibility for completing own mandatory training and other service-based training within designated time limits to prevent breaches in compliance. Willingness to attend relevant training throughout the duration of being in post, this may include overnight stays away from home. Provide expertise in relation to hard and software to department staff and the wider trust in relation to the LMS. Will be responsible for delivering value, reducing waste and better utilisation of resources to effect more efficient, higher quality and safer, service outcomes. You will be expected to carry out any other duties that may reasonably be required or requested by your line management in with your skills, knowledge and experience and the needs of the business. This will include undertaking admin duties as required for the wider team within Medical Engineering. Job description Job responsibilities To be the 1st point of contact for the service, handling customer enquiries as required. This will include managing system accounts and/or providing required compliance information. Support the delivery of Trust wide training programmes for medical device training. Must also deal with any issues and queries relating to Learning Management System (LMS). Ensure electronic systems are suitably integrated where possible to offer cross functionality i.e. training data base with e-learning software, asset registers, ESR etc, to offer a workable LMS. Develop and maintain good working relationships across relevant departments in relation to software utilisation and data correlation. Help develop training guides/ aide memoirs (in line with supplier detail) and enable staff access to personal training records within the chosen electronic solutions; this must ensure effective operation of the systems from a user perspective, but protection against data loss or unofficial data changes. Work with Procurement to ensure the necessary information is obtained from the supplier to create an effective training programme before the equipment is delivered, ensure upgrades are adequately communicated, and decommissioned equipment data is suitably archived. To provide administrative support with new equipment deployment planning. Work to ensure the development of new training materials are delivered according to pre-planned time scales, including the development of e-learning packages, video recording and editing, proof testing etc. This is also inclusive of following validation processes and ensuring training materials are suitably refreshed to reflect expert guidance and updates. Supports the services response to safety alerts, liaising with appropriate stakeholders and helping to provide an appropriate response. To organise/schedule meetings, provide papers/information, take minutes and circulate within agreed timescales. Supports administration of the Medical Devices Learning Management System (LMS), ensuring a high level of data quality for reporting of project outcomes. Communicate and arrange training events for medical device users. To ensure accurate, timely information is entered and maintained on the appropriate databases and all records are updated. Develop full understanding and individual utilisation of associated supportive software / technologies required for the role and support its wider application across the Trust. Undertake audits to support the services annual program. Work to promote the service, best practice, and Trust-wide competence within clinical arenas. Support admin requirements in attaining and supporting quality standards, i.e. manage document controls such as Management Procedures and Standard Operating Processes in line with ISO Standards, Policy, National Guidance and Regulation. Keep abreast of new emerging training and medical device technologies that may support the service. Be mindful of clinical advancements and associated technical developments. Acknowledge own individual responsibilities under the Health and Safety at Work Act, identify and report as necessary any untoward accident, incidents, or potentially hazardous environments. Ensure that personal information for patients, staff and others is accurate, up to date, treat as confidential, securely stored at all times in compliance with the Data Protection Act 1998, the Caldecott principles and the common law duty of confidentiality. Must follow the record keeping guidelines established by the Trust to ensure compliance with the Freedom of Information Act 2000. Participate in Continuing Professional Development and appraisal. Take responsibility for completing own mandatory training and other service-based training within designated time limits to prevent breaches in compliance. Willingness to attend relevant training throughout the duration of being in post, this may include overnight stays away from home. Provide expertise in relation to hard and software to department staff and the wider trust in relation to the LMS. Will be responsible for delivering value, reducing waste and better utilisation of resources to effect more efficient, higher quality and safer, service outcomes. You will be expected to carry out any other duties that may reasonably be required or requested by your line management in with your skills, knowledge and experience and the needs of the business. This will include undertaking admin duties as required for the wider team within Medical Engineering. Person Specification Qualifications Essential oLevel 2 International Computer Driving Licence (ICDL) Certificate in IT User Skills oNVQ Level 3 in Business Administration oOR equivalent qualifications/experience Desirable oProject Management qualification (i.e., PRINCE2) Teaching or Training Qualification IT Media qualification Experience Essential oProven experience working in an administrative or technical support role Desirable oExperience of working in a healthcare/engineering environment oExperience of working within an quality management system (e.g. EOMS ISO 21001, ISO 9001) Experience in producing e-learning material and or recording, editing and creating video content Skills Essential oProficient computer skills, including Microsoft Office and Teams oAbility to communicate effectively and professionally with staff, suppliers and customers oEffective time management with the ability to use initiative, analyse and solve problems within own remit oAble to work as a member of a team building effective working relationships Desirable oFamiliar with databases and asset management systems Proven ability to quickly learn and adapt to new systems Knowledge Essential oComprehensive working knowledge of Microsoft Office, especially Excel, Outlook and MS Teams. Desirable oAn understanding of relevant legislation and guidance (e.g. COSHH, MHRA) An understanding of the best practice guidelines for teaching and the production of training materials Personal Attributes Essential oPossess a logical and analytical approach to problem solving oSelf-motivated with a can-do attitude oConfident in decision making abilities oHigh level of integrity and professionalism oWillingness to undertake other duties as and when required Desirable oAdaptable to changing working practices Special Requirements Essential oFlexibility in working pattern in line with business requirements Person Specification Qualifications Essential oLevel 2 International Computer Driving Licence (ICDL) Certificate in IT User Skills oNVQ Level 3 in Business Administration oOR equivalent qualifications/experience Desirable oProject Management qualification (i.e., PRINCE2) Teaching or Training Qualification IT Media qualification Experience Essential oProven experience working in an administrative or technical support role Desirable oExperience of working in a healthcare/engineering environment oExperience of working within an quality management system (e.g. EOMS ISO 21001, ISO 9001) Experience in producing e-learning material and or recording, editing and creating video content Skills Essential oProficient computer skills, including Microsoft Office and Teams oAbility to communicate effectively and professionally with staff, suppliers and customers oEffective time management with the ability to use initiative, analyse and solve problems within own remit oAble to work as a member of a team building effective working relationships Desirable oFamiliar with databases and asset management systems Proven ability to quickly learn and adapt to new systems Knowledge Essential oComprehensive working knowledge of Microsoft Office, especially Excel, Outlook and MS Teams. Desirable oAn understanding of relevant legislation and guidance (e.g. COSHH, MHRA) An understanding of the best practice guidelines for teaching and the production of training materials Personal Attributes Essential oPossess a logical and analytical approach to problem solving oSelf-motivated with a can-do attitude oConfident in decision making abilities oHigh level of integrity and professionalism oWillingness to undertake other duties as and when required Desirable oAdaptable to changing working practices Special Requirements Essential oFlexibility in working pattern in line with business requirements 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. Employer details Employer name QE Facilities Address Queen Elizabeth Hospital Old Durham Road, Sheriff Hill Gateshead NE9 6SX Employer's website https://www.qefacilities.co.uk/ (Opens in a new tab)