Medical Engineering Administration Officer

East Lancashire Hospitals NHS Trust; Lancaster; On-site; GBP 25,000 - 35,000; Full time

Job summary

A regional healthcare provider is seeking a motivated Medical Engineering Administration Officer to support the engineering team at Royal Lancaster Infirmary. The role includes overseeing administrative functions, managing procurement of medical devices, and ensuring compliance with safety regulations. Candidates should have relevant qualifications in office administration and effective organizational skills. This position offers a dynamic work environment and opportunities for professional development.

Benefits

Opportunities for continuous professional development

Inclusive workplace culture

Qualifications

• Experience of working with minimal supervision and accountability.
• Bookkeeping and financial analysis experience.
• Medical Devices knowledge and understanding of terms.

Responsibilities

• Provide full range of administrative functions for busy engineering departments.
• Maintain procurement records and process orders.
• Assist Chief Medical Engineer with administrative duties.

Skills

Effective time management

Organizational skills

Strong competency in Word

Strong competency in Excel

Communication skills

Education

Evidence of study in office administration (NVQ3, RSA or equivalent)

Knowledge of secretarial procedures

Job description

Medical Engineering Administration Officer

An exciting opportunity has arisen for a highly motivated Medical Engineering Administration Officer to join a small friendly team based at Royal Lancaster Infirmary.

The department is responsible for the commissioning, service and maintenance of wide range of medical devices used within all areas of clinical care including ventilation, endoscopy, Neonatal and theatre based medical equipment.

The role will see you working closely with a small team of engineers to maintain over 50 thousand medical devices across the trust while assisting to maintain control of a busy workshop and assisting the management team.

Main duties of the job

To provide a full range of administrative functions for the day to day running of busy engineering departments including support for all aspects.

Maintain an awareness of, comply with and support others to follow the statutory information and for the safe procurement, use and maintenance of medical devices.

About us

Why Choose OneLSC and University Hospitals of Morecambe Bay NHS Foundation Trust:

• A vibrant, diverse, and inclusive healthcare community
• Cutting-edge facilities and technology
• Opportunities for continuous professional development
• A culture that values and recognizes your contributions

We operate from three main hospitals‑Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, and Ulverston Community Health Centre.

FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant‑led services.

WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non‐life threatening conditions such as broken bones and minor illnesses.

All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies, day case and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

Job responsibilities

Ordering and receipt of spares including the following receipt, cataloging, handling and distribution of spares including consumable items.

o Raising of orders for spare parts

o Effective communication with suppliers ensuring the correct part is ordered

o Price negotiations including some bulk purchase for high usage spares

o Receipt of spare parts, consumable items and services

o Booking in of all received goods/services

o Maintenance of accurate ordering information and records

Ordering and procurement of devices from the agreed capital replacement list

o Ensuring the quote received is valid and up to date

o Completion of single quote waivers where required for device procurement

o Liaise with the care group supplies teams

o Obtaining authorisation for completed orders from the planning office, finance and charitable funds

o Updating and storing centrally device documentation to ensure this is available to engineering staff and clinical users including but not limited to Service manuals, Operators manuals, PAQ

o Liaise with the Chief Medical Engineer / Head of Medical Devices to determine the best maintenance options for new devices and forward the proposals to the end users

Responsible for maintaining stationary stocks cross bay

Archive and storage of the extensive history of correspondence, work history and related paperwork in line with data retention guidance.

Maintenance of confidential electronic staff records

Recording of private customer information across the 3 sites.

Telephone contact point and liaison for all incoming ordering and financial enquiries.

Efficient message recording and directing of calls messages to other members of staff.

Assist the Chief Medical Engineering Technician with the smooth and efficient running of the department(s).

Assist the Chief Medical Engineering Technician to Introduce, develop, and amend the working policies and practices offered by the department(s).

Provide administrative support for the Medical Device Management group

Oversee Medical engineering staff training records

o Add mandatory courses to all staff TMS records as required by the Chief Medical Engineering Technician or Head of Medical Devices

o Check and report non‑completion of mandatory training of staff members to the Chief Medical Engineering Technician

Checking of individual training records to ensure required information is recorded

ISO 9001:2015 Quality Auditing as part of system reviews.

Attend departmental staff meetings, taking minutes, updating of action plans and distributing to staff.

Prioritizing own and others work to meet set deadlines and improve efficiency of service within the department.

Have the ability to work unsupervised and take both financial and administrative decisions

Maintain purchase ledger for all purchases of the department. Allocation of nominal coding information where necessary to orders. Provide an efficient recharge/billing service for the supply of goods and/or services to the CCG`s Acute Trust and private organisations for all Medical Devices Management of purchase orders for required goods and/or services utilising current trust systems Providing and invoice authorisation / cross checking for all sites

Delegated Management Responsibilities

Maintenance and upkeep of the comprehensive approved suppliers list on the database Usage of the Internet or company database for the sourcing of spare parts or supplies. Checking for and chasing up overdue work or orders with suppliers. Assist the Head of Medical Devices and Medical Engineering Technician in the recruitment of additional staff at all bands within the Medical Engineering service

Budgetary

The post holder will actively involve themselves in revenue making and cost saving opportunities for the benefit of the Department and Trust. The post holder may have a delegated budget for the ordering of goods and services up to the value of £500 per order

Training and Appraisal

Complete all mandatory training Take part in appraisal and support this with a personal development plan

Person Specification

Education and qualifications

• Evidence of study in office administration. (NVQ3, RSA or equivalent)
• Experience of working with minimal supervision and accountable for own decisions and actions.
• Full knowledge of secretarial procedures including advanced keyboard use, NVQ3, RSA III or equivalent in work processing/typing
• Bookkeeping and financial analysis background.

Experience

• Effective time management and organisational skills to work to deadlines
• Analytical skills for suppliers and budgets.
• Strong competency in various software packages especially Word and Excel.
• Extensive knowledge of a wide range of administrative and financial procedures.
• Using tact and diplomacy, exchange verbal and written information with customers and suppliers relating to orders, finance, queries, and meetings.
• Communicating clearly and effectively with colleagues at all levels.
• Maintenance of purchase ledgers, accounts reconciliation
• Procurement procedures within the NHS
• Medical Devices knowledge and understanding of medical terms
• Innovative and knowledgeable in systems of work and how to implement them i.e. leave, personal files

Skills, ability and knowledge

• Workload planning and prioritisation
• Quality systems and database management.
• Knowledge and understanding of Health Service issues
• Working within an ISO 9001:2015 Quality system environment.

Personal Qualities

• Ability to travel as required.

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.

Royal Lancaster Infirmary. Medical Engineering Department