Job overview

We are recruiting for an Administrator who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.

You will provide general administrative support to Medical Device Support Services (MDSS) departments, including data management, coordination and customer service. You will act as the first point of contact for enquiries relating to Sterile Services, EBME, Renal Technology, and Endoscopy Decontamination.

At the heart of everything we do are our core values: Include, Respect, and Improve. We encourage you to embrace these values throughout the recruitment process and in your role with us.

Main duties of the job

Provide comprehensive administrative support to ensure the efficient day-to-day running of the MDSS office.

Maintain shared inboxes, calendars, departmental diaries, meeting schedules, room bookings, and documentation.

Coordinate equipment collection, delivery, servicing, engineer visits, and training activities with ward staff, portering teams, suppliers, and technical staff.

Maintain accurate electronic and paper records, including servicing logs, warranty information, compliance documents, asset tracking, and departmental databases in line with Trust information governance policies.

Support procurement and inventory processes by raising purchase orders, monitoring deliveries, maintaining stock records, and assisting with audits.

Monitor service contracts, warranties, and SLAs, providing reminders for renewals and escalating concerns where necessary.

Detailed job description and main responsibilities

Please see the attached Job Description and Person Specification information pack for further detailed information regarding this role.

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.

Person specification:

Skills

Essential

• Excellent communication and interpersonal skills
• Organisational skills
• IT literate with good typing skills and confident using a range of programmes including email, word processors, presentations and spreadsheets
• Time management skills and the ability to prioritise their workload effectively
• Customer service skills
• Problem-solving skills and the ability to come up with creative solutions to issues
• Able to work with a team, take direction from others and collaborate effectively

Knowledge

Essential

• Knowledge and understanding of the risks to patients and staff arising from the use of a range of medical equipment
• Able to provide advice, instruction and training to small groups of staff on areas relating to areas of own responsibility of work

Other Requirements

Essential

• Understanding of, and commitment to, equality, diversity and inclusion
• Role model our Trust values every day

Previous Experience

Essential

• Experience of providing front line customer service
• Keyboard skills

Desirable

• Experience of working within a Quality Management System
• Experience of working in a clinical environment, taking account of patient safety, dignity and infection prevention
• Knowledge of medical devices and systems

Qualifications / Training

Essential

• Educated to GCSE Level