Technical Services Administrator - Redditch, United Kingdom - Worcestershire Acute Hospitals NHS Trust

Worcestershire Acute Hospitals NHS Trust

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Redditch, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST JOB DESCRIPTION

Post Title:
Technical Services Administrator / contracts co-ordinator
Pay Band: 3 Hours: 37.5 Contract: Permanent Location / Department: Technical Services Department Alexandra / Kidderminster Hospitals Accountable to: Technical Services Manager / Supervisor Reports to: Technical Services Manager /

Supervisor Ref:

Job Purpose:
To provide a comprehensive secretarial and administrative service to the Technical Services Team. Coordinate and liaise with external companies / contractors across a range of functional areas. Proactively manage service maintenance contracts and associated renewals for medical devices across all sites of the trust. Receive, process and manipulate large volumes of data in a variety of formats.

Operate the Technical Services asset management database. Positively contribute and support a range of complex and detailed projects as generated by the Technical Services Management team. Assist with contract/cost saving tasks and other financial duties appropriate to the post.

The post holder will also be required to demonstrate a significant amount of initiative in organising his/her own work load and taking decisions and actions for routine and non-routine site services issues.

Dimensions:
The post has no line management and limited budgetary responsibility

Key Working Relationships:
Internal - Day to day departmental staff, Managers/Supervisors across the Trust. External - Medical equipment companies, Technical Services suppliers, any company supplying the Trust with goods or services.

Risk Assessment:
Works with display screen equipment for prolonged periods
Key Duties: 1. To provide and manage administrative support across the full range of its duties and responsibilities.

To work with the Technical Services management team on such projects that may be initiated over a full range of services. 3. Take overall responsibility for ensuring invoices are correct and necessary back up information supports invoices.

Ensure invoices are authorised and payments made within set timescale. Provide a detailed account of all expenditure for all budgets within the department and produce reports. Maintaining expenditure records and budgets are monitored. 4.

To undertake the ordering of goods and services on behalf of the Technical Services team and management including providing cover and support with procurements electronic systems.

To Liaise with Finance Department regarding re-charges as appropriate including general day to day enquires and to pursue any financial queries raised between contractor and finance dept.

6.

To Maintain records of all Technical Services external contracts and review / renewal dates. 7. To administer, update and maintain the Technical Services asset management database. 8.

Coordinate the Technical Services departments Datix responses, monitor and report on a monthly basis. 9. To maintain the Technical Services departments PDR and training records. 10.

To act as Technical Services team first point of contact for telecommunications support / help desk inquiries. 11. To complete and generate departmental performance reports. 12.

To manage external third party maintenance contracts for medical equipment. Ensure orders are placed in time to maintain cover of equipment, co-ordinate call-outs/site visits with end users and contractors. 13. To manage repair of Medical Devices covered by the contract, placing orders and arranging repair and service as appropriate.

To liaise with suppliers to obtain best price for services/goods/contracts. 15. To support the Team in monitoring performance and services provided by external suppliers.
To collate and reconcile invoices/delivery notes against usage records. 17. To maintain stock levels of stationery, spare parts and other ad-hoc items.
To assist with the process of contractor site visit management for Technical Services to include contractor sign in/out recording, local inductions and limitation of access permits. 19. To liaise with the Technical Services teams on daily operational issues and site management issues as required.
Providing a support service and advisory role for both routine and non-routine problems to staff. 21. To undertake all secretarial duties in respect of the team including, typing, photocopying, message taking, distributing post, managing diaries, raising purchase orders and preparing files and documents for meetings.
To service meetings, take minutes and ensure distribution of minutes taking appropriate follow-up action. 23. To undertake any other duties as may be agreed in the course of undertaking this role, in accordance with the grade and nature of the post.
To liaise with user departments confirming inventory /schedule is correct and funding is clearly identified. 25. To check cost against previous years contracts and inform the Technical Services management if there is discrepancy requiring re-negotiation.