Contracts/Training Administrative Assistant (Clinical Engineering)

NHS; Reading; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization in Reading seeks a highly organized Administrative Assistant to support the Clinical Engineering Department. The role includes managing office duties, maintaining databases, and assisting the Contracts Manager and Training Coordinator. Ideal candidates have relevant administrative experience and an NVQ in Business Administration, alongside strong communication skills. This position offers a chance to work in a busy hospital environment contributing to healthcare services.

Qualifications

• Previous relevant experience within an administrative role.
• Experience of working in a busy hospital environment.
• Experience of working in a Clinical Engineering Department.

Responsibilities

• Undertake general office duties including answering queries.
• Maintain the Departmental database by auditing data.
• Arrange meetings for the Senior Management Team.

Skills

Organisational skills

Effective communication

Microsoft Office Suite

Database management

Education

NVQ in Business Administration

GCSE or equivalent in English and Maths

Tools

e-Quip

Job description

Contracts/Training Administrative Assistant (Clinical Engineering)

Band 3 Contracts/Training Administrative Assistant (Clinical Engineering)

The Clinical Engineering Department at the Royal Berkshire NHS Foundation Trust is looking for a highly organised, motivated and enthusiastic Administrative Assistant to support the Contracts Manager and Medical Devices Training Coordinator as well as the wider Clinical Engineering Team.

To provide administrative support to the Clinical Engineering Contracts Manager, Medical Devices Training Coordinator and the wider Clinical Engineering Team at the Royal Berkshire NHS Foundation Trust.

The post holder will be able to work unsupervised and to communicate effectively with the multidisciplinary team and various internal and external stakeholders promoting good working relationships.

If you are someone who can work unsupervised, is an effective communicator and highly organised, we would love to hear from you.

Main duties of the job

• Undertake general office duties including answering queries to the Department, taking messages ensuring they are passed onto the appropriate member(s) of the Team and urgent matters are flagged appropriately.
• Maintain the Departmental database (e-Quip) by inputting, cleansing, retrieving and auditing data to ensure all data relating to service/maintenance contracts is accurate and complete.
• Arrange meetings for the Senior Management Team.
• Take Minutes of Meetings.
• Assist with the production of documents and reports.
• Support the other Administrative roles and cover holiday and other absence periods and when the workload requires.
• Ensure all work adhere to the Department's Quality Management System (QMS).
• Be responsible for maintaining personal development to meet the role, the Department's needs and those of the organisation.

About us

Reading sits on the River Thames and is served by great road and rail links to London, Oxford, and Southampton. With excellent leisure and shopping facilities, and a thriving cultural scene, Reading is a wonderful place to live, work, and play and provides excellent facilities for families, including some of the best state and private schools in the UK.

The CQC rated the care provided by the Royal Berkshire NHS Foundation Trust as Good.

Our "CARE" values:Compassionate,Aspirational,Resourceful,Excellent, reflect the type of Trust we aspire to be and you can join our dedicated and talented staff to make this happen.

Job responsibilities

• Undertake general office duties including answering queries to the Department, taking messages ensuring they are passed onto the appropriate member(s) of the Team and urgent matters are flagged appropriately.
• Maintain the Departmental database (e-Quip) by inputting, cleansing, retrieving and auditing data to ensure all data relating to service/maintenance contracts is accurate and complete.
• Arrange meetings for the Senior Management Team.
• Take Minutes of Meetings.
• Assist with the production of documents and reports.
• Support the other Administrative roles and cover holiday and other absence periods and when the workload requires.
• Ensure all work adhere to the Departments Quality Management System (QMS).
• Be responsible for maintaining personal development to meet the role, the Departments needs and those of the organisation.

Please refer to the attached Job Description and Person Specification for further details of the role.

Person Specification

Knowledge/Experience

• Previous relevant experience within an administrative role
• Experience of working in a busy hospital environment
• Good knowledge of Microsoft Office Suite Experience of database systems to include data input/entry/retrieval
• Experience of working in a Clinical Engineering Department

Education/Qualification

• NVQ in Business Administration or, evidence of equivalent practical experience
• Excellent level of numeracy and literacy as demonstrated by GCSE or equivalent in English and Maths

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.