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Job summary

Main area
Medical Devices
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday - Friday 8.30am-4.30pm)
Job ref
287-RSUR-140-25
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Royal Liverpool Hospital
Town
Liverpool
Salary
£24,937 - £26,598 per annum
Salary period
Yearly
Closing
27/10/2025 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Project Support and Maintenance Contracts Administrator

Band 3

Job overview

This post is open to employees of the five LAASP organisations. As part of your application, you will be asked to confirm that you are a current employee of The Clatterbridge Centre, Liverpool Heart and Chest Hospital, Liverpool University Hospitals, Liverpool Women’s Hospital or, The Walton Centre.

We are looking to recruit a Project Support and Maintenance Contracts Administrator to support with managing maintenance contracts for a broad range of medical devices to ensure that they are efficiently managed, compliance is upheld, and service delivery meets agreed standards.  

The role requires involvement with various services including clinical users, Medical Engineering, and Procurement, liaising closely with medical device suppliers. 

Our ideal candidate will have experience of working with electronic databases & data entry, excellent customer & administrative skills, and have an understanding of procurement systems & processes.

The successful candidate will be based on the Royal Liverpool Hospital site, working Monday – Friday 8.30-4.30pm

Main duties of the job

To undertake this role the successful applicant will have experience of working with databases, good all round administration and customer service skills.

You be liaising with service users and external suppliers and will be able establish a good rapport and professional relationships with others.

Main duties of this role:

 •    Contract Management - ensure appropriate maintenance contracts for a variety of medical devices are managed efficiently, and act as the first point of call for maintenance related queries

•    Administrative Support - data entry into asset management  system, arranging maintenance visits, and ensuring records are updated

 •    Compliance & Documentation - ensure all statutory compliance certificates and documentation are collated and accessible

•    Financial Oversight - support procurement activities by obtaining quotes and raising requisitions, whilst tracking spends and budgets

 

 

 

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. 

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

 For roles at Liverpool Women’s, visit their careers page.

Detailed job description and main responsibilities

o    Contract Management
o    Monitor and track maintenance contracts for medical devices, ensuring compliance with terms and conditions.
o    Maintain accurate records of contract documentation, including variations, renewals, and compensation events.
o    Liaise with contractors and suppliers to ensure timely delivery of services and resolution of issues.


•    Administrative Support
o    Input and manage data in asset management system.
o    Prepare reports on contract performance, spend analysis, and compliance metrics.
o    Schedule and coordinate meetings, including minute-taking and action tracking.


•    Compliance & Documentation
o    Ensure all statutory compliance certificates and documentation are filed and accessible.
o    Review and evaluate contractor Risk Assessments and Method Statements prior to site visits.
o    Support audits and inspections by providing relevant documentation and reports.


•    Communication & Coordination
o    Act as the first point of contact for maintenance-related queries.
o    Collaborate with internal teams (e.g. Medical Engineering, Procurement, Clinical users, Finance) to support contract delivery.
o    Monitor shared inboxes and distribute communications to relevant stakeholders.


•    Financial Oversight
o    Assist in processing purchase orders and invoices related to maintenance contracts.
o    Track spend against budget and flag anomalies or overspend.
o    Support procurement activities by obtaining quotes and raising requisitions.

Person specification

LAASP Employee

Essential criteria
  • Current employee of a LAASP organisation

Qualifications

Essential criteria
  • GCSE English Language & Maths or equivalent
  • RSA 2(or equivalent) Typing/WP ability
Desirable criteria
  • Ability to produce documents to a high standard

Experience

Essential criteria
  • Demonstrable previous document/system control experience
Desirable criteria
  • Knowledge of NHS and/or Project Management environment advantageous
  • PRINCE 2

Knowledge

Essential criteria
  • Thorough understanding of MS Office software packages, including Microsoft Outlook
  • Excellent knowledge and understanding of MS Word and associated packages.
Desirable criteria
  • Advanced Word, Excel, Powerpoint, Database Management Project Office software, e.g. MS Project Standard

Skills

Essential criteria
  • Ability to work within a high pressure environment, and have the ability to multitask

Other

Essential criteria
  • Excellent interpersonal skills, the ability to communicate effectively with all internal stakeholders, and external suppliers
  • Must be a self-start who will approach tasks in a co-ordinated manner and with sensitivity, thus ensuring tasks are completed efficiently and on target, with minimum supervision
  • Must have an excellent telephone manner

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Ken Gregson
Job title
Medical Engineering Manager
Email address
[email protected]
Telephone number
0151 706 3085
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