Job summary 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.
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.
About us SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT).
The company provides a number of services such as outpatient pharmacy facilities at Warwick and Stratford and Nuneaton hospitals; estates and facilities management at Stratford hospital, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period.
This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
Job description Job 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 Trusts 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 the Deal efficiently with the departments 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 Experience and Qualifications Essential Please see detail Job Description and Personal Specification Desirable Please see detail Job Description and Personal Specification