Administration Assistant - Sheffield, United Kingdom - Sheffield Children's NHS Foundation Trust

Sheffield Children's NHS Foundation Trust

Verified Company

Sheffield, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To provide a comprehensive administration service to the medical equipment and clinical engineering department at the Sheffield Children's Hospital.

To ensure that high quality administration support is given to the team at all times enabling the department to function as effectively as possible.

The post holder will prioritise their workload and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.

It is essential that the post holder should exercise initiative commensurate with the role.

Experience of working with Excel spreadsheets
Experience of data entry
Experience / ability to work to deadlines and prioritise workload
Able to demonstrate working as part of a team and on one's own initiative
Evidence of excellent organisational skills and communication skills
Adaptable and able to work as part of a team and independently
Able to relate to staff in a professional and organised manner
Able to demonstrate enthusiasm and commitment
Excellent interpersonal skills and experience of dealing with senior and clinical staff
Ability to ask for help and guidance
Good telephone manner and able to deal with external contractors face to face
Ability to work under pressure and to tight deadlines.
Flexible approach to work
Confident and professional
Pleasant, tactful and understanding manner
Adaptable to change

Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people.

Outstanding patient care
Brilliant place to work
Leader in children's health

Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work.

This is supported through the offer we have in place for flexible working and the three equality network groups we have in place.

Colleagues are encouraged to join these groups and request flexible working.

General Office Duties

Ensure that any visiting contractor to the hospital has signed in and has the appropriate identifying badge to be able to access the hospital.
Ensure that all correspondence is dealt with by reading, assessing and prioritising and taking necessary action.
Ensure that the department notice board is up to date on a monthly and ad hoc basis.
To support the Medical Equipment Officer and Senior Clinical Engineer with administration tasks.
Keep stationery stocks to an appropriate level and order stationery when required.
Act as deputy for the Medical Equipment Officer in their absence.

Meetings

Take the minutes of the monthly Medical Equipment Management Group (MEMG) meetings.
Ensure that minutes are produced in an accurate and timely manner.
Ensure that agenda items, minutes, reports and supporting papers are up to date and sent out to the group in a timely fashion before the meeting.
Prepare any papers for the meeting as needed.
Liaise with various departments to obtain the reports needed for the monthly meetings.
When required to do so, produce reports from the Clinical Engineering Department to submit to the MEMG.
Ensure that any actions assigned to you or the Clinical Engineering team are completed before the next meeting.
Take the meetings notes of the Quarterly Clinical Engineering Meetings.
Ensure that the notes are accurate and sent out the group in a timely manner.
Ensure that the meeting dates are set one year in advance and send these dates out to the appropriate group.
Ensure that appropriate meeting rooms are booked to hold the meetings.
Organise any ad hoc meetings as requested.

Medical Equipment Duties

Assist in managing the service contracts and maintenance on equipment held at the Sheffield Children's Hospital which will involve liaising with staff from across the Trust.
Assist in ensuring that service contracts on within date and do not expire.
Assist in the renewal of any service contract as required.
Liaise with external companies to arrange service contracts and repairs.
Build up and maintain relationships with the companies to ensure that we are getting the best service we can be and at the most cost effective price.
Ensure spreadsheets are kept up to date with all appropriate information and ensure the databases are user friendly.
Assist in the managing of the disposal of equipment process.
Assist in ensuring that the medical equipment database is up to date with disposal information.
Produce reports as needed.
Assist in the