Scheduling Assistant

West Midlands Ambulance Service University NHS Foundation Trust

The closing date is 03 January 2025

Job summary

**INTERNAL ONLY FOR CURRENT WMAS STAFF**

An exciting opportunity has become available for a part time Scheduling Assistant working 30 hours per week to join the team within our IEUC Control Room in Brierley Hill

The successful applicant will assist in providing the required unit hours by liaising with staff to cover the required shifts and update the computerised Scheduling and rota package

Applicants must hold a minimum of 5 GCSEs at Grade C/4 or above including English & Maths along with experience of MS Office packages.

If this position involves a regulated activity it will require an Enhanced Disclosure & Barring Service check. The disclosure will, where appropriate to the role, include information against the Independent Safeguarding Authority barred lists for working with children, adults or both

Where a Disclosure & Barring Service (DBS) check is required for the post, all applicants are required to cover the cost of the check. The cost of £55.76 for an enhanced check is payable to our online provider at the time that the DBS application is submitted. Upon receipt of your DBS you will then be required to sign up to the DBS online update service.

Main duties of the job

West Midlands Ambulance Service University NHS Foundation Trust is committed to creating an inclusive, supportive, and accessible workplace for everyone where our colleagues feel empowered to succeed.

Each person plays a vital part to ensuring our organisation meets the differing needs of our communities ultimately enabling us to save lives. We acknowledge that a workforce that reflects the communities that it serves provide better patient care and we are therefore looking for self-motivated, enthusiastic people from all backgrounds that care about making a difference to our patients.

We are committed to diversity and inclusivity at all levels. We are proud to have maintained Disability Confident Leader status and as part of our commitments to this we guarantee to invite all applicants who meet the essential criteria for a role to attend assessment or interview. If you have a disability or learning difficulty, and prefer to disclose it, please feel free to do so in your application. You can also contact the Recruitment Team via email at recruitment@wmas.nhs.uk if you wish to have a confidential discussion. We use this information, with your permission, to ensure you are fully supported during the recruitment process.

The Trust is proud to support our Armed Forces community and have signed up to the Step Into Health initiative. We welcome applications from Armed Forces Veterans and Service leavers.

About us

Date posted

18 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year plus the relevant unsocial hours as per section 2

Contract

Permanent

Working pattern

Part-time

Reference number

C9217-208-24-25

Job locations

Ambulance Headquarters

Waterfront Business Park

Brierley Hill

West Midlands

DY5 1LX

Job description

Job responsibilities

Contact staff in order to fill rota vacancies and absences.

Contact staff to arrange the covering of short notice absences in respect of the rota.

To ensure a close working relationship with IEUC/EOC Staff managers and Commanders.

Provide administrative assistance with the updating of daily and weekly rotas.

Provide administrative assistance with the updating of the daily and weekly staffing data, to include absences due to sickness.

To respond to staff queries where possible and liaise with Human Resources regarding matters of staff welfare.

Maintain computerised and paper systems for the storage, retrieval and updating of appropriate records.

Assist in the compilation of statistics.

Ensure compliance with Data Protection Act and Caldicott Guardian requirements

Maintain accurate filing systems.

Answer telephone, take messages and deal with routine enquiries.

To undertake general clerical duties, including photocopying.

To provide clerical assistance in other departments as and when required.

EFFORT AND ENVIRONMENT

The majority of work will take place on the telephone and using a VDU and is routine in nature

Responsible for dealing with staff enquiries, some of which may be sensitive.

TRAINING

To undertake any training or assessment the Trust requires to ensure effective patient care or Trust business.

CLINICAL GOVERNANCE/PROFESSIONAL REQUIREMENTS

Each individual employee (non-clinical) has responsibility to ensure they are committed to maintaining a high quality of service to the departments they support.

In addition, individual staff have a major role in suggesting and implementing improvement to services and in exercising professional responsibility for both themselves and their peers within an open no-blame culture.

ADDITIONAL RESPONSIBILITIES

Respond to major incidents and participate in relevant exercises/training as required.

To ensure adherence to Health and Safety at Work Act.

To adhere to all Trust Standard Operating Procedures (SOPs)

To ensure adherence to any instructions as issued in Routine Instructions.

To ensure adherence to the Trusts Disciplinary and Grievance Procedures.

To take part in the Trust's Appraisal Scheme.

To develop oneself within the job and be proactive in identifying own professional development needs.

To contribute towards the development and review of training needs of peers and colleagues.

To provide professional advice and assistance in training of Trust employees as appropriate.

To attend meetings and conferences to represent the Trust when requested.

To maintain confidentiality at all times

Perform any other reasonable duties, of either a higher or lower rank, as may be assigned from time to time by your Line Manager.

SUMMARY

NB. This job description identifies the major aspects of the post, but will be subject to review from time to time in light of the development of the Trust

Job description

Job responsibilities

Contact staff in order to fill rota vacancies and absences.

Contact staff to arrange the covering of short notice absences in respect of the rota.

To ensure a close working relationship with IEUC/EOC Staff managers and Commanders.

Provide administrative assistance with the updating of daily and weekly rotas.

Provide administrative assistance with the updating of the daily and weekly staffing data, to include absences due to sickness.

To respond to staff queries where possible and liaise with Human Resources regarding matters of staff welfare.

Maintain computerised and paper systems for the storage, retrieval and updating of appropriate records.

Assist in the compilation of statistics.

Ensure compliance with Data Protection Act and Caldicott Guardian requirements

Maintain accurate filing systems.

Answer telephone, take messages and deal with routine enquiries.

To undertake general clerical duties, including photocopying.

To provide clerical assistance in other departments as and when required.

EFFORT AND ENVIRONMENT

The majority of work will take place on the telephone and using a VDU and is routine in nature

Responsible for dealing with staff enquiries, some of which may be sensitive.

TRAINING

To undertake any training or assessment the Trust requires to ensure effective patient care or Trust business.

CLINICAL GOVERNANCE/PROFESSIONAL REQUIREMENTS

Each individual employee (non-clinical) has responsibility to ensure they are committed to maintaining a high quality of service to the departments they support.

ADDITIONAL RESPONSIBILITIES

Respond to major incidents and participate in relevant exercises/training as required.

To ensure adherence to Health and Safety at Work Act.

To adhere to all Trust Standard Operating Procedures (SOPs)

To ensure adherence to any instructions as issued in Routine Instructions.

To ensure adherence to the Trusts Disciplinary and Grievance Procedures.

To take part in the Trust's Appraisal Scheme.

To develop oneself within the job and be proactive in identifying own professional development needs.

To contribute towards the development and review of training needs of peers and colleagues.

To provide professional advice and assistance in training of Trust employees as appropriate.

To attend meetings and conferences to represent the Trust when requested.

To maintain confidentiality at all times

Perform any other reasonable duties, of either a higher or lower rank, as may be assigned from time to time by your Line Manager.

SUMMARY

NB. This job description identifies the major aspects of the post, but will be subject to review from time to time in light of the development of the Trust

Person Specification

Experience

Essential

Experience of using Microsoft Office (Excel, Word, Outlook)
Experience of Roster management
Good understanding of orbit reports/Demand analysis reports
Awareness of Health & Safety regulations

Skills and Knowledge

Essential

Ability to organise and manage people
Ability to liaise and communicate at all levels both internally and externally (written and verbal)
Excellent attention to detail
Professional telephone technique

Qualifications

Essential

Minimum of 5 GCSEs (or equivalent) at Grade 4/C or above which must include English and Maths
Willing to undertake any training deemed necessary for the completion of duties

Person Specification

Experience

Essential

Experience of using Microsoft Office (Excel, Word, Outlook)
Experience of Roster management
Good understanding of orbit reports/Demand analysis reports
Awareness of Health & Safety regulations

Skills and Knowledge

Essential

Ability to organise and manage people
Ability to liaise and communicate at all levels both internally and externally (written and verbal)
Excellent attention to detail
Professional telephone technique

Qualifications

Essential

Minimum of 5 GCSEs (or equivalent) at Grade 4/C or above which must include English and Maths
Willing to undertake any training deemed necessary for the completion of duties

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.