Job summary
An exciting opportunity has arisen to take up position as Station Administrator at Brent
Pivotal to the effective and consistent delivery of the ambulance service at the heart of the capital, the Station Administrator provides support to the Group Management Team across all areas of delivering an ambulance service including audits related to pay, procurement, issue of equipment, monitoring of on-station standards, and support to operational ambulance crews to ensure they are supported in going out and delivering the best care possible.
Working as a crucial member of the Group Management team, you will be supported and developed to undertake the full range of duties required. The Station Administrator is a key role as one of the main points of contact for the Station; personable, approachable, and knowledgeable, the Station Administrator is looked to by internal and external contacts to be able to resolve a range of problems and deliver a great service.
Main duties of the job
- Act as a regular reliable point of contact on the station for visitors and staff, fielding a range of queries and signposting people to the right place.
- Being a vital part of the LAS supply chain, ordering, receiving, issuing, and receipting essential equipment, uniform, and other stores.
- Audit and support the payroll run, ensuring that staff are able to claim for their pay and overtime and be paid it on time and in full.
- Support to the operational resourcing processes, enabling management oversight of pool hours, flexible working arrangements, as well as core rostering.
- Assist the Station Management Team with secretarial services including an element of diary management, minute taking, production of letters based on pre-existing templates, and assisting in collating/receiving information.
- Support the review and maintenance of safety on stations by assisting with audits, acting as a fire marshal, as well as championing health and safety matters and the overall fitness of the estate.
About us
London Ambulance Service NHS Trust is the busiest ambulance Trust in the UK. We are seeking someone who will fit with the Trust values of Caring, Respect and Teamwork.
The team works widely across the Trust at all levels up to Board and with a variety of other partners such as external NHS Trusts, blue light services and major central London venues.
Job description
Job responsibilities
- To manage office administration for the station, management team and staff.
- The collation of information to maintain and record the overtime, annual leave (including block leave) and sickness processes on a computerised system. The production and distribution of group weekly returns to a deadline using a range of computer software.
- The cross-checking and verification of daily overtime to Service protocols.
- Basic knowledge and application of Service policies and procedures and HR policies in order to deal with staff and management queries and provide basic advice.
- To provide an administrative and when required, secretarial service to the management team on station, composing letters, documents and diary management including collating and preparing agendas and taking minutes at regular station, management and external meetings. Make arrangements for meetings and inform delegates. Produce and circulate minutes.
- Act as the main point of contact for the station. Deal with both routine and non-routine queries and tasks arising from both internal and external sources. In particular liaising between the Scheduling Department and the station team to complete all administrative tasks relating to operational staff, vehicle and resource availability, staff absence and overtime.
- Co-ordinate staff responses to Coroners Court statements and inquests, police statements and interviews, solicitors queries and road traffic accident reporting.
- Maintain and update notice boards and Service policy and procedure manuals at main stations and ensure distribution to the satellite stations.
- Undertake audits such as defibrillator, mileage, drugs etc. to deadlines on a frequent basis.
- Gather data to provide statistical information on a range of subjects to the Management Team and other departments.
- To cross reference and collate on a daily basis all Patient Report Forms and Job Summary forms and ensure prompt delivery to Waterloo headquarters for data entry.
To undertake any other duties appropriate to the grade of the post.
Applicants are advised to read all the information enclosed in the advert and the supporting information before completing and submitting an application. As you complete your application please ensure you clearly demonstrate how you meet the criteria in the person specification for this post by adequately completing the supporting information section of the application form.
Priority will be given to London Ambulance Service employees who are at risk of redundancy.
We reserve the right to close the application window early if we receive a high volume of suitable applications.
Job description
Job responsibilities
- To manage office administration for the station, management team and staff.
- The collation of information to maintain and record the overtime, annual leave (including block leave) and sickness processes on a computerised system. The production and distribution of group weekly returns to a deadline using a range of computer software.
- The cross-checking and verification of daily overtime to Service protocols.
- Basic knowledge and application of Service policies and procedures and HR policies in order to deal with staff and management queries and provide basic advice.
- To provide an administrative and when required, secretarial service to the management team on station, composing letters, documents and diary management including collating and preparing agendas and taking minutes at regular station, management and external meetings. Make arrangements for meetings and inform delegates. Produce and circulate minutes.
- Act as the main point of contact for the station. Deal with both routine and non-routine queries and tasks arising from both internal and external sources. In particular liaising between the Scheduling Department and the station team to complete all administrative tasks relating to operational staff, vehicle and resource availability, staff absence and overtime.
- Co-ordinate staff responses to Coroners Court statements and inquests, police statements and interviews, solicitors queries and road traffic accident reporting.
- Maintain and update notice boards and Service policy and procedure manuals at main stations and ensure distribution to the satellite stations.
- Undertake audits such as defibrillator, mileage, drugs etc. to deadlines on a frequent basis.
- Gather data to provide statistical information on a range of subjects to the Management Team and other departments.
- To cross reference and collate on a daily basis all Patient Report Forms and Job Summary forms and ensure prompt delivery to Waterloo headquarters for data entry.
To undertake any other duties appropriate to the grade of the post.
Applicants are advised to read all the information enclosed in the advert and the supporting information before completing and submitting an application. As you complete your application please ensure you clearly demonstrate how you meet the criteria in the person specification for this post by adequately completing the supporting information section of the application form.
Priority will be given to London Ambulance Service employees who are at risk of redundancy.
We reserve the right to close the application window early if we receive a high volume of suitable applications.
Person Specification
Qualifications
Essential
- Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)
Experience
Essential
- Significant recent experience of office or administrative work
- Experience of using Microsoft Office suite including Word, Excel, Outlook and inputting and processing information
- Recent experience of using an email and calendar system such as Microsoft Outlook
Desirable
- Knowledge of other Microsoft Office applications
Knowledge
Essential
- Good typing and word processing skills (minimum typing speed 40 wpm)
- Strong organisational abilities
- Excellent verbal and written communication skills
- Good interpersonal skills i.e. tact and diplomacy
- A sound knowledge of Trust Policies and Procedures
Personal Abilities
Essential
- Good attention to detail
- Ability to work effectively on own initiative, organising own workload
- Absolute ability to maintain confidentiality
- The ability to deal with information that may be of a sensitive or distressing nature
- Ability to adapt to ever changing working environment on a daily basis
Person Specification
Qualifications
Essential
- Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)
Experience
Essential
- Significant recent experience of office or administrative work
- Experience of using Microsoft Office suite including Word, Excel, Outlook and inputting and processing information
- Recent experience of using an email and calendar system such as Microsoft Outlook
Desirable
- Knowledge of other Microsoft Office applications
Knowledge
Essential
- Good typing and word processing skills (minimum typing speed 40 wpm)
- Strong organisational abilities
- Excellent verbal and written communication skills
- Good interpersonal skills i.e. tact and diplomacy
- A sound knowledge of Trust Policies and Procedures
Personal Abilities
Essential
- Good attention to detail
- Ability to work effectively on own initiative, organising own workload
- Absolute ability to maintain confidentiality
- The ability to deal with information that may be of a sensitive or distressing nature
- Ability to adapt to ever changing working environment on a daily basis
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.
