Administrative Support Officer - Medical Engineering

Integrated Care System; Preston; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization is seeking an Administrative Support Officer to provide vital secretarial and administrative support within the Medical Engineering Team. The candidate will manage databases, oversee financial processes, and ensure contract renewals, contributing to patient safety. Ideal for detail-oriented candidates with strong administrative skills and relevant qualifications. The salary ranges from £24,937 to £26,598 per annum, pro rata.

Qualifications

• Minimum 2 years experience in a similar administrative role.
• Familiarity with contract management and renewal processes.
• Ability to work independently and as part of a team.

Responsibilities

• Provide administrative support to the Medical Engineering Management Team.
• Manage and maintain the Medical Engineering Information Database.
• Generate monthly performance reports on contractors.

Skills

Efficient use of Microsoft Office

Experience in administrative roles

Minute taking

Education

NVQ level 2 in Business Administration

RSA II or equivalent

ECDL

Shorthand qualification 100 wpm

Job description

Go back Lancashire Teaching Hospitals NHS Foundation Trust

Administrative Support Officer - Medical Engineering

The closing date is 10 August 2025

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:

• Manage and maintain the Medical Engineering Information Database, ensuring accurate processing of financial, procurement, and asset information.
• Track contractor performance via the Contract Renewal Database, running monthly reports.
• Provide administrative support to the Contracts Manager, ensuring timely contract renewals.
• Take ownership of your work, managing your workload and making decisions independently with minimal supervision.

Why Join Us?

• Make a Difference: Our small but mighty team plays a key role in ensuring patient safety through the oversight of medical devices.
• Work with Excellence: We're proud to be one of the few ISO-accredited medical engineering departments in the country.
• Supportive Environment: Be part of a collaborative team where your contributions are valued.
• 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.

About us

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.

Job 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

• NVQ level 2 in Business Administration, or relevant practical experience
• RSA II or equivalent, or relevant practical experience
• ECDL
• Shorthand qualification 100 wpm

Knowledge and Experience

• Efficient use of Microsoft Word, Excel, PowerPoint, Outlook and Intranet
• Experience of providing a comprehensive administrative/secretarial service
• Knowledge and experience of supporting the management of complex contract renewal processes
• Experienced and competent minute taking
• Demonstrate a commitment to continuing professional development
• Previous experience of working within the NHS.
• Experience of using IT databases (MS Access/Oracle)
• An understanding of medical equipment lifecycle
• Knowledge of managing external contractors

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 name

Lancashire Teaching Hospitals NHS Foundation Trust

£24,937 to £26,598 a yearper annum, pro rata