Job summary
- Main area
- Admin
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 18.75 hours per week
- Job ref
- 203-SS934
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £22,816 - £24,336 pro rata
- Salary period
- Yearly
- Closing
- 28/07/2024 23:59
- Interview date
- 07/08/2024
Employer heading
EBME Administrator
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
We are looking for an enthusiastic individual to join our EBME Team to provide professional day to day administrative support to a busy department.
The suitable candidate will be confident liaising with both Trust and Community staff both in person and over the phone. They should have demonstrable experience of coordinating and responding to queries, capturing data and relevant information to share with other departments or personnel.
The role requires a high degree of organisation and the ability to collate and file documentation in an orderly and timely manner. The ability to prioritise urgent tasks and work to schedules and contract deadlines is also key. The position will also provide opportunity to liaise directly with our suppliers coordinating the delivery and return of good and spare parts.
The candidate should be able work in a calm, logical and methodical way and be able to multi-task. They should also demonstrate an adaptable, flexible approach to work both within a team as well as being able to use their own initiative.
For further information please contact Steve Clarke, EBME Manager on 01926 600070
Closing date 28th July. Interviews will be held week commencing 5th August.
If you have not been contacted within 3 weeks of the closing date, you should assume your application has been unsuccessful.
Main duties of the job
To provide professional day to day receptionist, clerical support to the EBME
Department. Liaising with staff within the Trust and community, coordinating
service queries with external customers/ contractors and suppliers. Maintaining all paper and electronic records and coordinating all external maintenance contracts to support the department’s accreditation to ISO.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
To provide a professional receptionist/help-desk service and be the main point of contact for visitors to the department. Deal with enquiries on all levels from staff to Clients/ visitors.
Provide the required support to comply with the Trust’s Management of
Contractors on Site Policy, ensuring that the relevant signing in form has been completed by visitors/contractors/managers.
Receive telephone maintenance requests and deal with such calls promptly and in a professional manner. Ensure all call information is inputted into the
maintenance breakdown database and re-direct calls as appropriate to other individuals or departments.
To ensure that relevant EBME Technical staff are informed of urgent requests promptly via mobile phones/bleeps.
Ensure the appropriate record keeping system for external contractors service reports and department work orders are maintained in line with the Trusts Contractors and departments Policies.
Develop contract renewal documentation and monitor compliance to service agreements in line with Trust Procurement policies and procedures.
Provide a comprehensive administration support to the EBME department
ensuring all new medical device asset information is entered onto the
maintenance database and where applicable all paperwork relating to purchases, transfers and disposals is maintained and filed appropriately.
Provide comprehensive administration support to the EBME Manager processing and maintaining department documentation including the raising of purchase orders, Invoice receipting overseeing invoice queries, spare parts receipting, stock control and filing of all relating documentation to support.
Deal efficiently with the department’s incoming post prioritising letters associated to risk health and safety and redirecting as appropriate.
Carry out packaging of goods for repair and coordinate shipment to various
suppliers and manufacturers.
Attend dept and Trust meetings and take minutes and transcribe.
Person specification
Qualifications
Essential criteria
- Good standard of education (GCSE)
- RSA Level 3 Typing/Shorthand
- Good understanding of Microsoft office
- Good Understanding of Spreadsheets/databases
Experience
Essential criteria
- 2 or more years’ experience working in administrator role
- Good organisational skills
Skills
Essential criteria
- Computer literacy Microsoft Office
- Keyboard skills
- Good written/verbal communication skills
- Customer care skills
- Able to work on own initiative
- Able to work within deadlines
Personal Qualities
Essential criteria
- Articulate and polite
- Sensitive to others needs in difficult situations
- Problem solver
- Ability to work under pressure
- Ability to work with frequent interruptions
- Ability to work with diplomacy
- Conscientious and reliable
- Able to respect confidentiality
- Able to work autonomously
Other job requirements
Essential criteria
- Passes Occupational screening
- Good professional presentation
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.
Documents to download
Further details / informal visits contact
- Name
- Steve Clarke
- Job title
- Head of Electro Bio Medical Engineering
- Email address
- [email protected]
- Telephone number
- 01926 600070
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