Clinical Engineering Administrator

University Hospitals Sussex NHS Foundation Trust; Lewes; On-site; GBP 24,000 - 30,000; Full time

Job summary

A prominent healthcare institution in Lewes is seeking an Administrator for its Clinical Engineering Team. The ideal candidate will possess excellent organisational and communication skills, with a keen technical interest. Responsibilities include managing administrative tasks, ensuring data accuracy, and supporting equipment logistics. This role offers a chance for professional growth in a supportive environment with a focus on patient care.

Benefits

Wellbeing Programme

Flexible working options

Professional development opportunities

Qualifications

• Demonstrable general office and admin experience.
• Understanding of database principles and data export.
• Evidence of championing diversity in previous roles.

Responsibilities

• Carry out administrative duties for the Clinical Engineering Service.
• Manage equipment logistics and administrative assistance.
• Ensure data accuracy in the Clinical Engineering database.

Skills

Organisational skills

Communication skills

Technical interest

Education

NVQ L3 Office/IT with Maths and English

Tools

MS Office Applications

Database management

Job description

About our Trust

At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

Our hard-working, talented and dedicated people work together towards a common goal - to always put our Patient First . In fact our mission is summed up by our 'where better never stops' motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex.

Job overview

We are looking to appoint an Administrator with a technical interest within our busy and dynamic Clinical Engineering Team. This is based on site at the Royal Sussex County Hospital

The successful candidate will be reliable, highly competent, dependable with excellent organisational and written communication skills. You will have a good technical interest that is required to interact with the administrative tasks . This role is vital to the running of the service and the post holder will be conversant with modern I.T. and efficient methods of working. Demonstrable experience of previous administrative roles will be required along with appropriate academic qualifications/equivalence shown in the person specification. There will be a requirement for cross site working.

Candidates are asked to ensure they thoroughly preview the Job Description and Person specification.

For further information please contact Brian Jolley, Clinical Engineering Services Manager on 01273 523438

Main duties of the job
• The post holder is required to carry out administrative duties pertaining the overall running of the Clinical Engineering Service. This will include recording of reported jobs, Database admin, management of equipment logistics, administrative assistance to the Management and the Engineers. The post holder will liaise at other sites with other members of the Trust in relation to the role. It will be expected for the post holder to always be professional and diligent.
• The Clinical Engineering Department is primarily concerned with providing evaluation and selection, acceptance checks, repair, calibration, and maintenance to a wide range of medical devices and equipment across University Hospitals Sussex NHS trust. The aim is to ensure equipment operates effectively and safely with a minimum of downtime. Clinical equipment covered incorporates electrical, electronic, mechanical, computer software and medical gas systems.

Clinical areas include all general wards, Intensive Care, Special Care Baby Unit, all Theatre modalities, Cardiology, Renal Unit and Equipment Library

Working for our organisation

At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, & can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.

We treat our patients & staff with the same compassion & empathy we expect for ourselves. We're here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.

We look forward to receiving your application & the start of your journey with UHSx.

Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/

Detailed job description and main responsibilities
• Responsible for data management of the Trust Wide Medical Device Engineering database. (e-Quip) This is to include reported work requests, new equipment records. Ensure accuracy of data and system resource monitoring.
• Responsible for the contractor management system (Sky Visitor) across the organisation for Clinical Engineering
• Responsible for the management of incoming repairs and requests by hospital staff either by phone, email or in person.
• Responsible for the management and operations of the Clinical Engineering Logistics support staff and vehicles in order to ensure all collections/ deliveries are managed smoothly.
• Regularly provide technical assistance to ensure medical devices are prepared for service and shipped to the appropriate provider. This will include the accurate recording of all service details against the asset.
• Assist with admin related task in the acceptance checking of certain medical devices in conjunction with the Engineering Technicians
• Assist with engineering support to a range of lower acuity medical devices, as trained and in accordance with the EBME manager's discretion
• Ensure equipment is appropriately labelled and recorded when arriving for repair. Ensure Trust wide process.
• Conduct site visits to the other CE Workshops to assist where required.
• Regularly use Iproc to ensure correct service parts are ordered in time for appropriate use within the role or by other staff within the team.
• Liaise and arrange ad hoc meetings/training courses as appropriate for the Clinical Engineering Manager or Site Leads
• Responsible for the administration of the Clinical Engineering Files share Point and Departmental Website within the Staff Hub.
• Provide Department salary returns in a timely manner

Person specification

Experience and Qualifications

Essential criteria

• NVQ L3 Office/IT with Match and English

Desirable criteria

• Knowledge Of Medical Device operation

Backround in IT applications

Essential criteria

• MS Office Applications

General Admin Experience

Essential criteria

• Demonstrable general office and admin experience/ procedures

Database experience

Essential criteria

• Understanding of Database principles and data export

Equality Diversity & Inclusion

Essential criteria

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role

Important information for applicants:

A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations-elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.

Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.

Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.

Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.

DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.

Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.

UHSussex reserves the right to close the role early if we receive a high volume of applications

Further Information

For help with the application process for Nursing vacancies, please email [e-mail].

For help with the application process for Non-Nursing vacancies, please email [e-mail].

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This advert has been capped for a limited number of applications; therefore, it will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in this post to prevent you from missing out on applying for this opportunity.
Documents to download

• Job description & Person specification (PDF, 456.4KB)
• Our Trust at a glance (PDF, 153.0KB)
• All Staff Networks About Us Flyer (PDF, 304.4KB)
• Guide to completing an application form (PDF, 385.9KB)