Sterile Services Administrator (Apprenticeship)

Job summary

Sterile Services Administrator (Apprentice)

The post holder will support the Training & Quality Manager in the provision and development of a professional Sterile Service to the Trust and its customers. This will be achieved by providing a full range of secretarial and administrative duties in all aspects of the sterile process, procedures and departmental accreditation. This role requires good communication skills as the post holder will provide a customer focused service to staff, managers, external customers and suppliers.

Main duties of the job

Administrative support to the Sterile Services The key duties are;

• Photocopying
• Typing and editing Quality Management System (QMS) documents / forms
• Filing
• Assist in the preparation for meetings, arrange venue, attendees' type and issue agenda, take and manage minutes.
• To arrange with internal and external sub-contractors for the regular calibration, validation tests and servicing of the Sterile Services decontamination equipment, report faulty equipment and track repairs.

Maintain an up to date Sterile Services QMS database ensuring data capture is relevant and meets requirements

About us

Lewisham & Greenwich NHS Trust was established on 1stOctober 2013

The Trust is responsible for:

• University Hospital Lewisham
• Queen Elizabeth Hospital in Woolwich
• A range of community health services in Lewisham

Date posted

27 January 2023

Pay scheme

Other

Salary

Depending on experience £20,331.90 per annum incl. HCAS (Annex 21)

Contract

Apprenticeship

Duration

24 months

Working pattern

Full-time

Reference number

197-RF3247-A

Job locations

Queen Elizabeth Hospital

Stadium Road

London

SE18 4QH

Job description

Job responsibilities

To be the Sterile Services receptionist recording telephone enquiries, take fax and email messages, ensuring urgent issues are actioned, deadlines met and customers queries are dealt with promptly and effectively.

Administrative support to the Sterile Services The key duties are;

• Photocopying
• Typing and editing Quality Management System (QMS) documents / forms
• Filing
• Assist in the preparation for meetings, arrange venue, attendees type and issue agenda, take and manage minutes.
• To arrange with internal and external sub-contractors for the regular calibration, validation tests and servicing of the Sterile Services decontamination equipment, report faulty equipment and track repairs.
• Maintain an up to date Sterile Services QMS database ensuring data capture is relevant and meets requirements.

Maintain spreadsheets for input of information incorporating formulae for calculation of data, maintaining accuracy and high standards of presentation.

Provide when requested Sterile Services production, staffing and capacity figures.

Amend product specification check sheets on the Sterile Services tracking system and extract reports.

Assist the Sterile Service management in the application of projects related to Sterile Services.

To issue invoices on a monthly bases using the Sterile Instrument Tracking System.

Maintain staff records including training, staff development and attendance.

Maintain departmental policies and procedures that require periodic review, with direction from the Training & Quality Manager or the Supervisor.

Assist with the raising of orders, product searches, stock takes and surgical instrument repair orders under the direction of the Supervisor.

Assist in monitoring risk associated with health and safety and maintain a risk register.

Co-ordinate visitors to the department and assist there compliance with the Trusts security policies

Comply with data protection by following Trust policies in relation to IT equipment etc.

Provide guidance to Sterile Services staff on administration procedures, IT systems, software and email etc.

Maintain and update databases and spreadsheets relevant to the Sterile Services Department including major incident contact list using word, excel access.

Create and update staff rotas.

Devise and maintain effective filing both electronically and in hard copies for all departmental documentation i.e. correspondence, personnel files and the QMS. Also to be responsible for maintaining the department shared drive.

Liaise with Occupational Health Department upon the request of Sterile Services management team.

Maintain Sterile Service action plans.

To demonstrate equality and diversity to staff and clients in accordance with Trust policies. To treat all colleagues with dignity and respect maintaining a good level of inter team working and support to each other.

Responsible for maintaining and updating their knowledge of innovations in the Sterile Services industry and informing the line manager of their personal training needs through the appraisal process and to ensure that own mandatory training is current and up to date.

Undertake any other relevant duties when required by the Production & Quality Manager or nominated deputy in line with the key purpose of the post.

Job description

Job responsibilities

To be the Sterile Services receptionist recording telephone enquiries, take fax and email messages, ensuring urgent issues are actioned, deadlines met and customers queries are dealt with promptly and effectively.

Administrative support to the Sterile Services The key duties are;

• Photocopying
• Typing and editing Quality Management System (QMS) documents / forms
• Filing
• Assist in the preparation for meetings, arrange venue, attendees type and issue agenda, take and manage minutes.
• To arrange with internal and external sub-contractors for the regular calibration, validation tests and servicing of the Sterile Services decontamination equipment, report faulty equipment and track repairs.
• Maintain an up to date Sterile Services QMS database ensuring data capture is relevant and meets requirements.

Maintain spreadsheets for input of information incorporating formulae for calculation of data, maintaining accuracy and high standards of presentation.

Provide when requested Sterile Services production, staffing and capacity figures.

Amend product specification check sheets on the Sterile Services tracking system and extract reports.

Assist the Sterile Service management in the application of projects related to Sterile Services.

To issue invoices on a monthly bases using the Sterile Instrument Tracking System.

Maintain staff records including training, staff development and attendance.

Maintain departmental policies and procedures that require periodic review, with direction from the Training & Quality Manager or the Supervisor.

Assist with the raising of orders, product searches, stock takes and surgical instrument repair orders under the direction of the Supervisor.

Assist in monitoring risk associated with health and safety and maintain a risk register.

Co-ordinate visitors to the department and assist there compliance with the Trusts security policies

Comply with data protection by following Trust policies in relation to IT equipment etc.

Provide guidance to Sterile Services staff on administration procedures, IT systems, software and email etc.

Maintain and update databases and spreadsheets relevant to the Sterile Services Department including major incident contact list using word, excel access.

Create and update staff rotas.

Devise and maintain effective filing both electronically and in hard copies for all departmental documentation i.e. correspondence, personnel files and the QMS. Also to be responsible for maintaining the department shared drive.

Liaise with Occupational Health Department upon the request of Sterile Services management team.

Maintain Sterile Service action plans.

To demonstrate equality and diversity to staff and clients in accordance with Trust policies. To treat all colleagues with dignity and respect maintaining a good level of inter team working and support to each other.

Responsible for maintaining and updating their knowledge of innovations in the Sterile Services industry and informing the line manager of their personal training needs through the appraisal process and to ensure that own mandatory training is current and up to date.

Undertake any other relevant duties when required by the Production & Quality Manager or nominated deputy in line with the key purpose of the post.

Person Specification

Qualifications and Training

Essential

• Good general level of education to GCSE (A* - C Grade) or equivalent
• NVQ level 3 administration or equivalent level of experience
• RSA III or equivalent level of skill

Experience

Essential

• Previous administration experience, for example filing, typing, record keeping, data input and evaluation, taking minutes and organising meetings, dealing with customers on a face-to-face basis and on the telephone
• Experience of creating reports and manipulating data eg graphs and spread sheets.
• Ability to work effectively in a busy environment

Knowledge and Skills

Essential

• Excellent verbal communication skills with all members of the team
• Accurate keyboard skills
• Good working knowledge of MS Office applications and intermediate knowledge of Excel functions with ability to interrogate data and present findings in a range of formats
• A positive approach to customer care with the ability to establish and maintain good relationships
• Good record keeping skills
• Good interpersonal skills with ability to use tact, diplomacy and persuasion
• Ability to plan, organise and prioritise own work and meeting deadlines
• Can demonstrate initiative

Desirable

• An awareness of the Health and safety Act 1974
• Knowledge of Sterile Services and NHS processes
• Knowledge of vulnerable adult and child protection issues

Person Specification

Qualifications and Training

Essential

• Good general level of education to GCSE (A* - C Grade) or equivalent
• NVQ level 3 administration or equivalent level of experience
• RSA III or equivalent level of skill

Experience

Essential

• Previous administration experience, for example filing, typing, record keeping, data input and evaluation, taking minutes and organising meetings, dealing with customers on a face-to-face basis and on the telephone
• Experience of creating reports and manipulating data eg graphs and spread sheets.
• Ability to work effectively in a busy environment

Knowledge and Skills

Essential

• Excellent verbal communication skills with all members of the team
• Accurate keyboard skills
• Good working knowledge of MS Office applications and intermediate knowledge of Excel functions with ability to interrogate data and present findings in a range of formats
• A positive approach to customer care with the ability to establish and maintain good relationships
• Good record keeping skills
• Good interpersonal skills with ability to use tact, diplomacy and persuasion
• Ability to plan, organise and prioritise own work and meeting deadlines
• Can demonstrate initiative

Desirable

• An awareness of the Health and safety Act 1974
• Knowledge of Sterile Services and NHS processes
• Knowledge of vulnerable adult and child protection issues

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Elizabeth Hospital

Stadium Road

London

SE18 4QH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Elizabeth Hospital

Stadium Road

London

SE18 4QH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)