Station Administrator

at  London Ambulance Service NHS Trust

An exciting opportunity has arisen to take up position as Station Administrator at Ilford Ambulance Station.
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.
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.
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.
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 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

Please refer the Job description for details