Administration Assistant
Venesky-Brown’s client, a public sector organisation in Craigavon Northern Ireland, is currently looking to recruit an Administration Assistant for an initial 4 month contract on a rate of £12.31/hour PAYE – working 37.5 hours per week, Monday to Friday. This role will be office based.
Responsibilities:
– Responsible for the receipt and logging of medical equipment faults, redirecting as appropriate.
– Update and maintain the electronic system for archiving of equipment service and test reports (generated internally and by external agents) and ensure it is maintained accurately at all times. Use the electronic system to determine equipment due and overdue service. Provide copies of service and test reports and regular reports of equipment status to users e.g. list of equipment overdue service within their area of responsibility.
– Update and maintain the electronic filing systems for Service Engineers’ report sheets, ensuring accurate and up-to-date records are accessible to appropriate personnel.
– Liaise with Service Engineers, Service Users and contractors to co-ordinate equipment test dates and reporting of faults.
– Update and maintain the system for scheduling service visits, ensuring timely reminders, highlighting non-compliance to Head of Service (or deputy) e.g. where a visit fails to happen or is delayed. Ensure contractual obligations regarding service visits’ schedules are met.
– Liaise with Managers/Heads of Department/Equipment controllers on a regular basis, confirming up to date lists of equipment, location of equipment, breaches in service dates etc.
– Liaise with Managers/Heads of Departments/Equipment Controllers to identify type and age of equipment, recording maintenance requirements.
– Assist with the collation of financial information. Liaise with suppliers regarding life expectancy and value of equipment/parts.
– Assist with identifying, asset labelling and recording of all items of equipments.
– Ensure condemn notices for redundant equipment are sent to relevant department.
– Under the direction of the MTO arrange for collection from user of equipment to be forwarded for repair and arrange onward transportation. Ensure appropriate documentation is included e.g. decontamination certificate.
– Under the direction of the Head of Service (or deputy) assist with the setting up of service/maintenance contracts for medical equipment.
– Order spares/parts for medical equipment as directed by the MTOs.
– Requisition stationery supplies, safety equipment for staff and non-stock items as required.
– Liaise with Receipt and Distribution Department regarding orders placed, ensuring receipt.
– Set up and maintain robust/appropriate filing systems e.g. for evaluation reports on medical equipment, information on service suppliers etc.
– Provide administrative support to Medical and Technical Officers, including collation of information for Planned Maintenance Programmes, recording and distribution of minutes for team meetings and other meetings as required, answering telephone calls, taking and distributing messages as required.
– Deal with incoming/outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.
– Undertake a range of administrative duties including assisting the Admin Team Leader with routine items.
– Provide cover for other members of the Admin team as required.
– May be required to travel to other sites.
– Prioritise workload in accordance with expected outcomes.
– Maintain effective communications in writing, by telephone or in person and maintain and develop close working relationships with Service contractors and staff at all levels.
– Use of Microsoft Office e.g. Excel, Word. Use of Outlook and Internet.
Essential Skills:
– Experience in the use of Microsoft Office Word and Excel
– 4 GCSEs at Grades A-C including English Language and Maths or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role OR 2 years’ experience in a clerical/administrative role.
– Ability to work as part of a Team.
– Ability to use own initiative.
– Good organisational skills with an ability to prioritise own workload.
– Effective communication skills to meet the needs of the post in full.
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Responsible for the receipt and logging of medical equipment faults, redirecting as appropriate.
– Update and maintain the electronic system for archiving of equipment service and test reports (generated internally and by external agents) and ensure it is maintained accurately at all times. Use the electronic system to determine equipment due and overdue service. Provide copies of service and test reports and regular reports of equipment status to users e.g. list of equipment overdue service within their area of responsibility.
– Update and maintain the electronic filing systems for Service Engineers’ report sheets, ensuring accurate and up-to-date records are accessible to appropriate personnel.
– Liaise with Service Engineers, Service Users and contractors to co-ordinate equipment test dates and reporting of faults.
– Update and maintain the system for scheduling service visits, ensuring timely reminders, highlighting non-compliance to Head of Service (or deputy) e.g. where a visit fails to happen or is delayed. Ensure contractual obligations regarding service visits’ schedules are met.
– Liaise with Managers/Heads of Department/Equipment controllers on a regular basis, confirming up to date lists of equipment, location of equipment, breaches in service dates etc.
– Liaise with Managers/Heads of Departments/Equipment Controllers to identify type and age of equipment, recording maintenance requirements.
– Assist with the collation of financial information. Liaise with suppliers regarding life expectancy and value of equipment/parts.
– Assist with identifying, asset labelling and recording of all items of equipments.
– Ensure condemn notices for redundant equipment are sent to relevant department.
– Under the direction of the MTO arrange for collection from user of equipment to be forwarded for repair and arrange onward transportation. Ensure appropriate documentation is included e.g. decontamination certificate.
– Under the direction of the Head of Service (or deputy) assist with the setting up of service/maintenance contracts for medical equipment.
– Order spares/parts for medical equipment as directed by the MTOs.
– Requisition stationery supplies, safety equipment for staff and non-stock items as required.
– Liaise with Receipt and Distribution Department regarding orders placed, ensuring receipt.
– Set up and maintain robust/appropriate filing systems e.g. for evaluation reports on medical equipment, information on service suppliers etc.
– Provide administrative support to Medical and Technical Officers, including collation of information for Planned Maintenance Programmes, recording and distribution of minutes for team meetings and other meetings as required, answering telephone calls, taking and distributing messages as required.
– Deal with incoming/outgoing mail and ensure that mail is distributed appropriately to relevant staff and in a timely manner.
– Undertake a range of administrative duties including assisting the Admin Team Leader with routine items.
– Provide cover for other members of the Admin team as required.
– May be required to travel to other sites.
– Prioritise workload in accordance with expected outcomes.
– Maintain effective communications in writing, by telephone or in person and maintain and develop close working relationships with Service contractors and staff at all levels.
– Use of Microsoft Office e.g. Excel, Word. Use of Outlook and Internet.
Essential Skills:
– Experience in the use of Microsoft Office Word and Excel
– 4 GCSEs at Grades A-C including English Language and Maths or equivalent/higher qualification AND 1 years’ experience in a clerical/administrative role OR 2 years’ experience in a clerical/administrative role.
– Ability to work as part of a Team.
– Ability to use own initiative.
– Good organisational skills with an ability to prioritise own workload.
– Effective communication skills to meet the needs of the post in full.
If you would like to hear more about this opportunity please get in touch.
