Workshop Administrative Assistant

Key Responsibilities
 

1. Administrative & Data Management Support

• Proactively support internal and external customers while handling all assigned administrative duties.

• Balance the needs of Biomed Technicians and Biomed Team Leaders while taking direction from them.

• Provide administrative support by maintaining and improving data quality through accurate entry of technician activities into the relevant CMS tool.

• Record items on Goods Receiving/Leaving forms and file delivery notes.

• Manage office supplies, wrapping materials, risk labels, and RFID stickers, communicating needs to the Team Leader in a timely manner.

• At the end of the calendar year, archive documents and label folders for the new year.

• Raise GEHC POs as instructed by the Contracts Manager.
   

2. Customer Communication & Contract Support

• Maintain daily communication with customers as directed to ensure resolution, proper follow-up, and customer satisfaction.

• Implement GE/customer facility contracts as instructed, supporting business goals and objectives.

• Send emails to departments for Pre/Post PPM Visit Notification Letters and distribute Excel lists of all equipment requiring service, ensuring the Nurse in Charge and Matron are aware of upcoming engineer visits (following LWI).
   

3. Workshop Coordination & Logistics

• Welcome visitors and receipt deliveries to the workshop.

• Answer incoming calls, queries, and job requests by proactively checking Asset Plus.

• Send away devices not requiring an engineer’s inspection (contact OEM, update the goods leaving form, arrange collection).

• Commission and decommission devices within 5 working days, ensuring acceptance and decommissioning forms are attached and signed. Follow LWI for timely logging of jobs into the database.

• After repairs, place devices on the workshop’s Goods Out shelf and arrange for porter collection and delivery to departments.

• Ensure returned goods are in good condition and stored appropriately.

• Call porters to collect WEEE/Battery bins.
   

4. Job & Database Management

• Update PPM/Corrective jobs in the database once a device has been serviced by the OEM and attach the service report.

• Send CNL notifications and create CNL jobs in the database following LWI procedures.
   

5. Technical Assistance & Team Collaboration

• Assist more experienced technicians with basic and complex repairs as needed.

• Work as part of the local team to provide efficient service across all assigned accounts.

• Collaborate across GE HealthCare leadership and administrative teams, including the imaging/PCS team.
   

6. Safety & Workplace Management

• Maintain and promote a safe working environment by ensuring no boxes are left on the floor and no overflow of devices awaiting logging.
   

Key Requirements

• Ability to work onsite every day

• Knowledge of Microsoft Office tools

• Strong communication skills

• Previous experience as an administrative assistant