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Medical Equipment Co-ordinator

Sheffield Children’s NHS Foundation Trust
£35,392 to £42,618 a year per annum
Closing date
28 May 2023

View more

Other Health Profession
Band 6
Full Time
Job summary

An exciting opportunity has arisen for a highly organised and motivated individual to join the Medical Equipment Services Team at Sheffield Children's NHS FT to cover this role whilst the current post holder is on maternity leave for 12 months.

The team works across the entire Trust providing a centralised one-stop shop for the management of medical devices. As a team, we manage approximately 7,000 medical devices throughout the Trust, across every site in the Trust and in patient's homes, which includes service, inspection, repairs and upgrades on devices. We maintain the replacement program for medical devices and ensure standardisation where possible to reduce risk, simplify training and management cost.

The successful candidate will provide professional support, functional management and co-ordination of the Medical Equipment Services to all relevant staff and services within the Trust. The post holder will ensure a co-ordinated and standardised approach to the use, maintenance/repair and management of medical devices. This also includes the administration of service specifications; service level agreements and ensuring operational processes are adhered to and maintained.

The post holder will be a committee member and lead contact for the Medical Equipment Management Group and to be administrator of service developments relating to the Medical Equipment Services.

Main duties of the job

To provide professional support, functional management and co-ordination of the Medical Equipment Services to all relevant staff and services within the Trust. The post holder will ensure a co-ordinated and standardised approach to the use, maintenance/repair and management of medical devices.

To support the development of the service specifications and service level agreements. To lead the administrative operational processes ensuring they are set up, adhered to and maintained.

To be a committee member and lead contact for the Medical Equipment Management Group and to co-ordinate and deliver service developments relating to the Medical Equipment Services.

About us

Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction for the Trust in our vision \to create a healthier future for children and young people.
  • Outstanding patient care
  • Brilliant place to work
  • Leader in children's health

Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.

Job description

Job responsibilities

Medical Equipment Services Operational Support
  • Ensure effective communication and understanding of the Medical Equipment Services policies and procedures are established and maintained via meetings, presentations, Share Point and the Intranet. To provide advice on all matters relating to the Medical Equipment
  • Lead on guiding stakeholders through the medical equipment process, ensuring that policy decisions and outcomes from MEMG are communicated, implemented and monitored.
  • Develop and maintain effective working relationships with suppliers of medical equipment and maintenance service contracts, including external private companies, Government Agencies and other NHS
  • To act as liaison between relevant departments within the Trust, Procurement, external contractors including STH Clinical Engineering and other organisations, and be the main point of contact for the provisions of maintenance service contracts for medical
  • Input into the development of the Service Level Agreement between STH Clinical Engineering and SCH in relation to medical equipment services.
  • To direct and work collaboratively with the Risk Management Department in order to liaise with clinical teams to assess the relevance of Medicines and Healthcare Regulatory Agency notices relating to medical equipment.
  • Collaborate with stakeholders on service developments for the specialist area of Medical Equipment throughout the Trust.
  • Analyse all relevant external service providers and evaluate their level of service available, to establish contract agreements in conjunction with Procurement and the end
  • To be responsible to ensure that medical equipment including patient lifting equipment and associated patient lifting accessories are serviced, inspected and thoroughly examined by a competent person at intervals not exceeding their pre-arranged agreement or following an untoward incident.
  • To be responsible for centrally retaining service reports and repair sheets for medical equipment and Lifting Operations and Lifting Equipment Regulations 1998 (LOLER 98) Certificates for patient lifting equipment, including liaising with STH Clinical Engineering to ensure their SheffMed database is kept up to date.
  • Support and collaborate with stakeholder groups for equipment purchase and replacement, working with key people and providing medical equipment services knowledge to ensure that equipment is replaced as required.
  • Ensure that medical equipment is acceptance tested by Clinical Engineering before going into use and a service provider has been temporarily
  • Lead on day to day operational support to medical equipment users, troubleshooting and directing to relevant engineer support.
  • Provide specialist knowledge to ensure external service providers and Commissioners deliver a fit for purpose/appropriate service to the
  • Provide support to the relevant stakeholders when new medical equipment is implemented within the
  • Input into policy decisions relating to Medical Equipment Services e. Medical Equipment Management Policy and Medical Equipment Training Policy.
  • Lead and present all medical equipment requests for the Trust going to MEMG for approval.
  • To be a core member of the Medical Equipment Training Group and in conjunction with others develop, implement and maintain new policies and procedures for staff to achieve their medical equipment training competence.
  • Continuously identify new ways to make the service run more efficiently and be responsible for cost improvement schemes relating to medical equipment services.
  • Create and produce productivity reports for the Clinical Engineering Department, reporting these into MEMG and the S&CC Management Group.
  • Lead a monthly audit for the SLA with STH invoices for parts supplied to SCH.
  • Present to Management Development Days where necessary regarding Medical Equipment Services.

Line Management Responsibilities
  • To be the Line Manager for the Administration Assistant in Clinical Engineering.
  • To authorise annual leave, ensuring that there is sufficient cover to allow the leave.
  • To follow and act upon if required, the Trusts Sickness and Absence Policy.
  • To carry out annual PDRs and follow up on any actions that are agreed within the PDR.
  • To submit an advert and associated documents to start the recruitment process when required.
  • To shortlist, interview and recruit the most appropriate person for the role.
  • To be the recruiting manager for the Administration Assistant role.
  • To manage the day to day running of the Clinical Engineering Workshop. Ensuring policies and systems are in place to ensure that the Trust are adhering to guidance regarding medical equipment.

Financial Responsibilities
  • To be responsible for identifying when maintenance contracts are due for renewal for medical devices throughout the Trust. To also ensure that the full procurement process is followed and adhered to.
  • Identify areas where cost efficiencies can be made for the Trust through analysing the level of maintenance, provided by both STH and external contractors, on medical
  • Proactively manage contract renewal timetables and the value for money
  • Check and report any issues with the medical equipment budget to the management accountant and the Chair of MEMG.
  • Escalate issues to CIT relating to medical equipment services including forecasting and planned medical equipment replacements.

Information Management
  • Produce reports for the Medical Equipment Management Group and the Capital Investment Team which includes the monthly CIT report and annual medical equipment replacement report.
  • Develop, maintain and report records for contract agreements, service reports, repair sheets, invoices, replacement and surplus medical equipment.
  • To maintain the medical equipment spreadsheet, recording all requests for loan, additional, new or replacement medical equipment and reporting these requests to the monthly MEMG meeting.
  • To collaborate with the Finance Department to ensure that financial information can be reconciled.
  • Monitor the progress of medical equipment capital orders by liaising with Supplies, Finance and the end

Project Support
  • Collaborate on the development and implementation of medical equipment projects for the Trust.
  • Make decisions on medical equipment that will benefit patients and the Trust.
  • Work autonomously to develop projects and keep projects running in a timely manner, ensuring that new medical equipment is replaced and implemented before obsolescence and without causing any delays or break in service or causing patient harm.
  • In conjunction with others write business cases and present at appropriate forums. To commence, manage and implement a medical device project.
  • Ensure that the procurement process is followed and adhered to from the start of the project through to the end point

Please note Interview date - Monday 19th June 2023

Inclusive Recruitment & Selection

We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.

We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager:

We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
  • Compassion leading by kindness and showing empathy, understanding and respect
  • Accountability striving to do the right thing and owning responsibility
  • Respect value differences, tackling inequality and fostering a culture of inclusion
  • Excellence delivering a high-quality standard of care

Person Specification



  • Degree or equivalent experience



  • Experience of working within the NHS acute sector
  • Experience of negotiating and building effective relationships with stakeholder

Knowledge and Skills


  • Use of full Microsoft Office applications (Word, Excel, Powerpoint, Outlook)

Any attachments will be accessible after you click to apply.


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