Ebme Administrator

The EBME Administrator provides comprehensive administrative support to the Medical Engineering (EBME) service. The role supports the delivery of safe and effective medical equipment services by ensuring accurate data handling, coordination of administrative processes, and timely support to engineers and management. Key areas include third party asset administration, audit and compliance support, and general office administration. In addition, the role will be required to supply cross cover support the Equipment Library. The post holder works within established procedures, supporting the team by maintaining records, responding to enquiries, and ensuring information is kept accurate and up to date.

Main duties of the job

General Administrative Support

Provide day-to-day administrative support to the EBME team, ensuring all documentation is processed accurately and in a timely manner.

Maintain electronic and paper-based filing systems, ensuring records are stored securely and can be easily retrieved when required.

Input, update and validate data within EBME systems, ensuring accuracy and completeness at all times.

Prepare routine correspondence, reports and spreadsheets to support departmental activities.

Adhere to Health and Safety regulations and guidelines within the workplace.

Maintain confidentiality of all sensitive data.

Raise requisitions and Purchase Orders as required.

Third Party Asset Administration

Assist in obtaining and maintaining documentation from suppliers and contracts teams for third party medical equipment.

Maintain up-to-date records of third party assets including service details, locations and contract information.

Track contract renewal dates and flag upcoming actions to senior staff.

Ensure data is recorded in line with regulatory guidance using established procedures.

About us

As experts in healthcare facilities and property management, we deliver fully-managed healthcare facilities services and property management solutions to clients throughout Blackpool, Fylde, Wyre and North Lancashire.

Our teams ensure our clients properties and amenities provide the best environment for their customers, patients, staff and visitors.

As a wholly owned subsidiary of Blackpool Teaching Hospitals NHS Foundation Trust, we support the Trusts frontline clinical services and assist with the delivery of patient care, through our service provision.

Our profits are used to help grow our business, whilst providing additional employment, training and development opportunities for local people.

Visit: bfwml.co.uk for further information

Please note this role will be on an ATLAS contract,notan NHS contract.

This advert will close when sufficient applications have been received.

Details

Date posted

15 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,813 to £30,784 a year

Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

382-ATL33-26

Job locations

Blackpool Victoria Hospital

Whinney Heys Rd

Blackpool

FY3 8NR

United Kingdom

Job responsibilities

Audit Support

Support audit activities by gathering and organising required documentation in preparation for internal and external audits.

Maintain audit logs and filing systems ensuring documentation is complete and accessible.

Update audit action trackers and escalate outstanding actions as directed.

Assist in the preparation of evidence packs and standard reports.

Follow-up Equipment Loans to ensure that the kit has been removed from site and no longer in-use and update system.

Equipment Library Support (cross support as required)

Record and track the issue and return of medical equipment using EBME systems.

Update inventory records to maintain accurate location and availability of devices.

Report faults, missing or damaged equipment to senior staff for follow-up.

Support stock checks and ensure equipment records reflect current status.

Meetings and Communication

Arrange meetings, including booking rooms and coordinating attendees.

Prepare agendas and distribute supporting documentation in advance.

Take clear and accurate minutes and distribute to attendees in a timely manner.

Track actions from meetings and follow up as required.

Customer Service

Act as a first point of contact for enquiries via telephone, email and face to face.

Provide responses to routine queries and redirect complex issues appropriately.

Maintain a professional and courteous approach at all times when dealing with stakeholders.

Ensure that all faulty/ damaged Equipment is reported on the system and follow-up any actions as required.

Follow-up any outstanding Jobs reported on the system and ensure that actions are completed in a timely manner.

Job responsibilities

Audit Support

Support audit activities by gathering and organising required documentation in preparation for internal and external audits.

Maintain audit logs and filing systems ensuring documentation is complete and accessible.

Update audit action trackers and escalate outstanding actions as directed.

Assist in the preparation of evidence packs and standard reports.

Follow-up Equipment Loans to ensure that the kit has been removed from site and no longer in-use and update system.

Equipment Library Support (cross support as required)

Record and track the issue and return of medical equipment using EBME systems.

Update inventory records to maintain accurate location and availability of devices.

Report faults, missing or damaged equipment to senior staff for follow-up.

Support stock checks and ensure equipment records reflect current status.

Meetings and Communication

Arrange meetings, including booking rooms and coordinating attendees.

Prepare agendas and distribute supporting documentation in advance.

Take clear and accurate minutes and distribute to attendees in a timely manner.

Track actions from meetings and follow up as required.

Customer Service

Act as a first point of contact for enquiries via telephone, email and face to face.

Provide responses to routine queries and redirect complex issues appropriately.

Maintain a professional and courteous approach at all times when dealing with stakeholders.

Ensure that all faulty/ damaged Equipment is reported on the system and follow-up any actions as required.

Follow-up any outstanding Jobs reported on the system and ensure that actions are completed in a timely manner.

Person Specification

Education / Qualifications

Essential

• GCSEs including English and Maths or equivalent

Desirable

• NVQ Level 2/3 in Business Administration

Experience

Essential

• Previous administrative and customer service experience, data entry, Microsoft Office use

Desirable

• Experience in NHS, healthcare or technical environment

Knowledge & Skills

Essential

• Good communication, organisation, prioritsiation and time management skills, use own initiative, attention to detail, ability to follow procedures, willingness to develop own skillset and attend training courses, represent our Atlas values and adhere to our behavioural framework

Desirable

• Experience using asset or database systems

Person Specification

Education / Qualifications

Essential

• GCSEs including English and Maths or equivalent

Desirable

• NVQ Level 2/3 in Business Administration

Experience

Essential

• Previous administrative and customer service experience, data entry, Microsoft Office use

Desirable

• Experience in NHS, healthcare or technical environment

Knowledge & Skills

Essential

• Good communication, organisation, prioritsiation and time management skills, use own initiative, attention to detail, ability to follow procedures, willingness to develop own skillset and attend training courses, represent our Atlas values and adhere to our behavioural framework

Desirable

• Experience using asset or database systems

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.

Employer details

Employer name

Blackpool Teaching Hospitals NHS Foundation Trust

Address

Blackpool Victoria Hospital

Whinney Heys Rd

Blackpool

FY3 8NR

United Kingdom

Employer's website

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

Employer details

Employer name

Blackpool Teaching Hospitals NHS Foundation Trust

Address

Blackpool Victoria Hospital

Whinney Heys Rd

Blackpool

FY3 8NR

United Kingdom

Employer's website

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

Job responsibilities

Audit Support

Support audit activities by gathering and organising required documentation in preparation for internal and external audits.

Maintain audit logs and filing systems ensuring documentation is complete and accessible.

Update audit action trackers and escalate outstanding actions as directed.

Assist in the preparation of evidence packs and standard reports.

Follow-up Equipment Loans to ensure that the kit has been removed from site and no longer in-use and update system.

Equipment Library Support (cross support as required)

Record and track the issue and return of medical equipment using EBME systems.

Update inventory records to maintain accurate location and availability of devices.

Report faults, missing or damaged equipment to senior staff for follow-up.

Support stock checks and ensure equipment records reflect current status.

Meetings and Communication

Arrange meetings, including booking rooms and coordinating attendees.

Prepare agendas and distribute supporting documentation in advance.

Take clear and accurate minutes and distribute to attendees in a timely manner.

Track actions from meetings and follow up as required.

Customer Service

Act as a first point of contact for enquiries via telephone, email and face to face.

Provide responses to routine queries and redirect complex issues appropriately.

Maintain a professional and courteous approach at all times when dealing with stakeholders.

Ensure that all faulty/ damaged Equipment is reported on the system and follow-up any actions as required.

Follow-up any outstanding Jobs reported on the system and ensure that actions are completed in a timely manner.

Education / Qualifications

Essential

• GCSEs including English and Maths or equivalent

Desirable

• NVQ Level 2/3 in Business Administration

Experience

Essential

• Previous administrative and customer service experience, data entry, Microsoft Office use

Desirable

• Experience in NHS, healthcare or technical environment

Knowledge & Skills

Essential

• Good communication, organisation, prioritsiation and time management skills, use own initiative, attention to detail, ability to follow procedures, willingness to develop own skillset and attend training courses, represent our Atlas values and adhere to our behavioural framework

Desirable

• Experience using asset or database systems