IUEC Operations Administrator

London Ambulance Service NHS Trust

Sep 9

Job
Full-time
Junior & Mid Level

AI generated summary

You should have basic HR knowledge, advanced Excel skills, strong communication abilities, attention to detail, and be willing to cover other admin roles with full-time office attendance.
You will manage office administration, handle queries, process leave and overtime records, coordinate meetings, maintain databases, oversee compliance, and assist with training and auditing tasks.

Requirements

- 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
- Advanced user or excel is preferred
- Frequent daily communication in person, on the phone, by email and in writing with members of the public, co-workers, and external organisations
- Post requires paying attention to detail
- To provide reciprocal cover for other administrative staff within the service when required
- Fulltime office attendance will be required

Responsibilities

To manage the day-to-day office administration for a group of ambulance stations and to provide an efficient and effective administrative service to the local management team and staff.
The post-holder would act as first point of contact between staff and internal departments.
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.
The cross-checking and verification of daily agency staff hours and unsocial hours in line with contractual arrangements.
Level 1 approvers for all timesheets for Hays and ICG candidates.
Checking timesheets submitted against GRS and approving if correct.
Carrying out all admin tasks in an accurate and timely manner.
This role requires paying attention to detail.
Processing large volume of invoices for payment in a timely manner and ensuring accuracy when approving invoices for payment.
Managing the process of in house CAS training for GP Registrars.
Managing the onboarding process for new agency starters, including carrying out compliance checks and onboarding clinicians and GPs.
Assist in inductions of new starters.
Collecting, processing and distributing incoming mail.
Preparing outgoing internal and external mail.
Data collection and input on spreadsheets and databases in an accurate way following department processes.
Advanced user of excel is preferred.
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 service to the management team including composing letters.
Making arrangements and coordinating meetings and events, booking rooms and venues and informing delegates.
Taking minutes at management meetings and distributing them when required.
Preparing materials for meetings such as presentations or spreadsheet reports.
Monthly check compliance tracker and inform agencies if any candidates compliance documents are expiring.
Maintain and update notice boards and Service policy and Procedure manuals at main stations and ensure distribution to the satellite stations.
Undertake audits to deadlines on a frequent basis.
Gather data to provide statistical information on a range of subjects to the Management Team and other departments.
Ordering and receipting all consumables, stationery and uniform for the centre and staff through E-Proc (Electronic Procurement System).
Maintain admin stock levels to meet all 4 sites requirements understanding budgetary constraints.
Checking and tidying stockroom at each site periodically.
Managing locker rooms and issuing locker keys for all sites.
Liaise with Estates and/or the management team to report centre maintenance problems and contractors sent to the centre.
Provide familiarisation of the administrative role to new staff.
Provide training to new Administrators as and when required.
Update admin manual with any new task the team is required to carry out.
Maintain office filing systems including updating personnel files and filing databases.
To undertake any other duties appropriate to the grade of the post.
Carry out project work as requested by the business to a high standard and in a timely manner.
Conducting monthly patient surveys for SEL by contacting patients.
To work at any location as per the request of your line manager.
To provide reciprocal cover for other administrative staff within the service when required.
Full-time office attendance will be required.

FAQs

What are the main responsibilities of the IUEC Operations Administrator?

The main responsibilities include managing day-to-day office administration for ambulance stations, collating information for overtime and leave management, providing administrative and secretarial support to the management team, and acting as the primary contact for queries from staff and external sources.

What qualifications or experience do I need for this role?

While specific qualifications may not be listed, candidates should have a basic knowledge of service policies and HR procedures, strong administrative skills, and proficiency in using computer software, especially Excel.

What is the starting salary for this position?

The starting salary package is £29,460 pro rata.

How many annual leave days do employees receive?

Employees receive 27 days of annual leave (pro rata), plus additional bank holiday leave.

Will I need to attend meetings as part of this role?

Yes, the role involves arranging and attending meetings, as well as taking minutes and preparing materials for those meetings.

Is there a need for ongoing communication with external organizations?

Yes, the post requires frequent communication with both internal staff and external organizations, sometimes involving difficult conversations.

Are there opportunities for training in this role?

Yes, there are opportunities to provide training to new administrators and provide familiarization of the administrative role to new staff.

Can I work from home in this position?

Fulltime office attendance will be required, so remote work is not supported.

What software skills are required for this position?

An advanced level of proficiency in Excel is preferred, along with familiarity with other computer software for administrative tasks.

Will I be involved in managing staff training processes?

Yes, the role involves managing the in-house CAS training for GP Registrars and assisting with the onboarding process for new agency starters.

London Ambulance Service NHS Trust

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Science & Healthcare

Industry

5001-10,000

Employees

1965

Founded Year

Mission & Purpose

The London Ambulance Service NHS Trust provides emergency medical services across London, offering rapid response to 999 calls and delivering pre-hospital care. Their ultimate mission is to save lives and improve the health of the London community by delivering high-quality emergency care. Their purpose is to ensure timely and effective medical assistance to those in urgent need, enhancing patient outcomes and supporting overall public health and safety.