Medical Equipment Library Assistant

The post holder will provide an efficient medical equipment service across Trust sites, working under supervision and established procedures. Duties include responding to helpdesk enquiries, receiving and recording requests, and maintaining accurate administrative records. The role involves collecting, cleaning, inspecting, safety-checking, storing and delivering medical equipment to clinical areas within agreed response times, including returning serviced or repaired equipment to users. The post holder will maintain equipment records and inventory on the Trust Medical Equipment Database, monitor outstanding loans and stock levels, and use RFID technology to track and locate equipment. Responsibilities also include basic equipment adjustments, identifying faults and referring items for repair, providing basic user guidance, and supporting engineering service administration, maintenance records, Medical Device Alerts, equipment upgrades and software revisions. The post holder will assist with stock management, financial and administrative processes, staff training, quality systems and CPD activities. They will work collaboratively with clinical and technical teams, maintain high standards of customer service, health and safety and infection control, participate in Trust-wide duties and major incident arrangements where required, and undertake ad hoc duties or additional tasks to support the effective operation of the service.

The post is required to carry out the following duties under daily supervision with work monitored and working to established procedures with a supervisor generally available for reference.

Clerical and Technical

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

• Collect equipment from library loans in any area of the Trust.
• Wipe down equipment and inspect for damage or missing parts / consumables.
• Carry out basic safety and functional checks
• Make basic adjustments as a result of these checks (for example replace batteries)
• Refer equipment for repair and maintenance where appropriate.
• Store equipment correctly.
• Receive and record requests
• Deliver 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.
• Review data base for items outstanding, items that have been on loan for long time to chase.
• Operate RFID system to help with location of Medical equipment which will most likely involve moving a trolley with the Tx / Rx equipment on board.
• May involve reviewing RFID system to help locate medical equipment that has been lost.
• Chase up user /patients when equipment should have been returned or when no longer required in a courteous manner.
• Ensure that all equipment minimum stock levels are maintained and reported if they are breeched.

User Training

Be able to provide basic operation information on the equipment being provided.

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 (typically a requisition) 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.
• Keep records of contracts and maintenance schedules
• Prepare blank records and checklists 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

Administrative

• Help with the generation of monthly financial recharges
• Assist with procedures to record, label, store, remove and destroy service manuals to keep an up to date stock
• Assist with procedures to file, index, label, remove, archive and destroy service records to keep a legal record
• Assist with procedures to monitor, reorder, receive, and store stocks of components and spares to maintain stock levels
• Assist with procedures to 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-holders care in acceptable condition.
• Keep work spaces clear and well ordered.
• Ensure work the post-holder carries out complies with the Departments 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.

Managerial

• Contribute to section meetings
• Facilitate Quality System management.

Teaching, training and research

Assist in training new staff in services and procedures.

Professional

• Keep abreast of technical developments.
• Enrol in appropriate Continuing Professional Development programmes.
• Attend suitable seminars and courses as part of personal development and to further the work of the Department.
• Ensure all activities are carried out within a quality framework and meet regulatory requirements.
• Attend training sessions relevant to Section objectives as requested.

Miscellaneous

• Implement and ensure compliance with an accredited Quality System in the areas of work for which the Postholder carries responsibility.
• Carry out all duties in accordance with the requirements of the Health and Safety at Work Act, relevant Statutory Regulations, Approved Codes of Conduct and Local Rules.
• Work outside normal working hours on occasion when required.
• Participate in a rota to provide lunchtime cover.
• When working in other departments, the post-holder will liaise with local heads of department, medical consultants, superintendents, nursing sisters or their representatives as appropriate, adhering to local policies and practices. The post-holder will behave courteously and professionally at all times and seek to ensure that the highest level of service is provided by Medical Physics.
• Perform other appropriate duties, which may be required from time to time by the Head of Section or Head of Medical Physics.

Guy's and St Thomas' NHS Foundation Trust comprise five of the UK's best-known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high-quality care, clinical excellence, research and innovation.

We are among the UK's busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.

Essential: - ECDL equivalent or demonstrable computer literacy.

Desirable: - Some knowledge of medical device operation, medical techniques and scientific terms.

Essential: - Experience of working in an administrative, technical, healthcare or customer-facing environment.

Desirable: - Experience of operating a specialist database.

Essential: - Relevant NVQ 3 (including Maths, English and a science). GCSE A-C grade in Maths and English, or equivalent qualification or equivalent supervised experience

Desirable: - Relevant additional training or qualifications relating to medical equipment, administration or technical services.