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Station Administrator

Band 4

Main area
Station Administrator
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
308-CORP-2179
Site
Fulham
Town
London
Salary
£27,157 - £29,859 per annum inclusive of HCAS
Salary period
Yearly
Closing
27/06/2022 23:59
Interview date
13/07/2022

London Ambulance Service covers an area of 620 sq. miles, serves one of the world’s most dynamic and diverse cities and is the busiest ambulance service in the UK. We handle over 1.9 million emergency calls from across the capital and attend more than 1.2 million incidents every single year as well as delivering a 24 hour NHS 111 Integrated Urgent Care Service in South East and North East London that we estimate will respond to around 1.4million urgent care calls by the end of the year.

 

We employ over 8,000 people who work or volunteer across London to respond to the health needs of over eight million people who live, work and travel in the capital. We work closely with our NHS partners and are commissioned by 32 clinical commissioning groups spread across 5 sustainability and transformation partnerships (STPs) and NHS England for our specialist services. We work alongside London’s hospital, mental health and specialist trusts, as well as the five STPs across Greater London.

 

In addition we work in partnership with the other emergency services, London’s Air Ambulance and London’s Resilience Forums to make sure we are ready and prepared to respond to major incidents and ensure we keep Londoners safe. As the only pan-London NHS provider we have a unique opportunity to play a leading role in integrating access to emergency and urgent care right across London.

 

By 2023 we will improve outcomes and experiences for all our patients by providing the right care to patients at the right time, and in the most cost effective way. This will mean up to 122,000 fewer patients being taken to emergency departments when their needs could be better met in a different way, and we will deliver significant efficiencies in avoided costs to the urgent and emergency care sector.

Job overview

An exciting opportunity has arisen to take up position as Station Administrator at Fulham Group.

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.

Working for our organisation

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 being respectful, professional, innovative and collaborative.

Fulham Group provides the London Ambulance Service response to some of the busiest, highest profile, and varied medical emergencies.

LAS Fulham crews attend calls right across London from the top of Westminster Abbey to Heathrow Airport, from an inner London tower block to Southall.

The Fulham Group Management Team provides leadership and management to these ambulance responders. An innovative and proactive team, we provide regular operational management response as well as on-station managerial oversight.

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.

Detailed job description and main 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 Coroner’s Court statements and inquests, police statements and interviews, solicitor’s 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.
  • Ordering and receipting all accident and emergency consumables, stationary and uniform for the station and staff through E-Proc.
  • Maintain admin stock levels to meet station requirements understanding budgetary constraints.
  • Liaise with Fleet Maintenance and/or the management team on issues relating to vehicle defects, road traffic accidents, servicing, MOTs etc.
  • Liaise with Estates and/or the management team to report station maintenance problems and contractors sent to station as necessary.
  • Provide familiarisation of the administrative role to new staff.
  • Provide training to new Station Administrators as and when required.
  • Maintain office filing systems including updating personnel files and filing databases.

To undertake any other duties appropriate to the grade of the post.

‘Applicants should familiarise themselves with the new NHS pay progression system introduced from 1 April 2019 as well as the ‘NHS pay deal’ regarding moves from Annex 5 (previously Annex E) to section 2 unsocial hours provision when considering new posts in the NHS.’

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.

If you are considering applying for a vacancy with London Ambulance Services NHS Trust, please be aware it is a legal requirement to be fully vaccinated against Covid-19, by the 1st April 2022 for all patient facing roles.  If successful, you will be required to provide evidence of vaccination or Medical exemption.

Person specification

Qualifications

Essential criteria
  • Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)

Experience

Essential criteria
  • 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 criteria
  • Knowledge of other Microsoft Office applications

Knowledge

Essential criteria
  • 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 criteria
  • 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

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyCare quality commission - GoodDisability confident committedStep into health

Documents to download

Apply online now

Further details / informal visits contact

Name
Boyd Fisher
Job title
Location Group Manager
Email address
boyd.fisher@nhs.net
Telephone number
07717807251