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The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and general administrative support to the Department.

The Administrator will play a key role in the efficient day to day activities of the department. The post holder will often be the first point of contact for the department and will be required to communicate in a professional and courteous manner.

The post holder will answer general queries and explain information relating to the department.

• Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.


• Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.


• Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.


• Provide administrative support to projects being managed within the service as directed.


• Provide administrative support within the service, including cross cover for administrative team members as required.


• Provide advice and support to new or less experienced employees on own administrative duties.


• Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.


• Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.


• Undertake any other reasonable duties necessary to ensure the smooth running of the service.

Ourvalueshelp us to define and develop our culture,what we doandhow we do it. It is important that you understand and reflect these values throughout your employment with the Trust.


The post holder will:
1. Put patients first
2. Take pride in what they do
3. Respect others
4. Strive to be the best
5. Act with integrity

Ourvalues and behaviours frameworkdescribes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.

Help Desk

• Answer incoming service requests and enquiries from customers.


• Respond tactfully and helpfully, escalating problems to more senior staff where necessary.


• Keep relevant administrative records.


• Ensure that the helpdesk is covered at all times

Equipment Library (Provide cover as follows):

• Arrange collection equipment from library loans in any area of the Trust.


• Refer equipment for repair and maintenance where appropriate.


• Store equipment correctly.


• Receive and record requests


• Arrange delivery of equipment to any area of the Trust ensuring that maximum response times are adhered to.


• Enter and update data in the Trust Medical Equipment Database.

User Training

• Arrange facilities for courses


• Register trainees


• Produce training certificates for trainees


• Facilitate the smooth running of the event on the day

Engineering Services

• Receive incoming equipment and requests


• “Call log” incoming equipment and requests on the database


• Check and correct accompanying records. Ensure there is prior agreement to pay before work is undertaken.


• Create, attach and update status labels.


• Assist in the recording of work as it progresses and is completed.


• Ensure serviced equipment is collected by customers or by portering staff.


• Assist in the monitoring of work. Spot delays and other problems and facilitate remedial action.


• Keep records of contracts and maintenance schedules


• Prepare materials for technical staff to record services


• Facilitate actions in response to Medical Device Alerts and other safety notices.


• Facilitate equipment upgrades and software revisions.


• Enter and update data in the Trust Medical Equipment Database.

Equipment Inventory

• Enter and update data in the Trust Medical Equipment Database.


• Enter new records for new items


• Correct errors in existing records


• Mark extinct records as Scrap


• Remove relevant paper records


• Perform database searches and report results

Administrative

• Help with the generation of monthly financial recharges


• Record, label, store, remove and destroy service manuals to keep an up to date stock


• File, index, label, remove, archive and destroy service records to keep a legal record


• Monitor, reorder, receive, and store stocks of components and spares to maintain stock levels


• Make out requisitions for goods and services including components, obtaining appropriate signatures


• Ensure that goods and services on requisitions are ordered, delivered and accepted bringing any problems to attention of senior staff

General

• Work on any Trust site


• Keep tools and equipment within the post-holder’s care in acceptable condition.


• Keep work spaces clear and well ordered.


• Ensure work the post-holder carries out complies with the Department’s Quality System, set procedures of work and codes of conduct, and conforms to the appropriate quality standards.


• Participate fully in services related to a Trust Major Incident response


• Participate in regular management meetings with fellow staff.


• Cooperate with the Head of MEMS and his Deputies to ensure the smooth running of the Section.


• Ensure customers receive a high quality, prompt and efficient service and are kept up to date on the progress of their outstanding work.


• Contribute to Section meetings and take notes.


• Facilitate and assist in Quality System management.