Emergency Operations Administrator

Job Description

Job Title: Emergency Operations Administrator

Band: Band 3

Department: Service Delivery

Directorate: Operations

Accountable to: Local Area/Operations Manager

Location: The post holder may be required to work at any establishment at any time throughout the duration of their contract, normally within the location of EEAST, or as set out under the terms of their contract.

Job Summary:

The post holder will support the area Local Operational Management Team with any administrative duties required on a day-to-day basis to run the Emergency Operational Ambulance Services within a given area or sector. They will proactively assist Operational Managers in any administrative functions that could release them further operational management time. They will provide close support to the Local Operations Managers (LOMs) and the Local Area Manager at a station in the execution of any required administrative work.

Responsibilities:

1. Responsible for day-to-day administrative duties and any other relevant duties, as requested including HR paperwork, ad hoc reports, and gathering information for complaints.
2. Undertake secretarial and administrative duties, preparing documents with a high degree of accuracy, as required by the Emergency Operational Management Team, including confidential letters and reports.
3. Facilitate the planning and release of staff to attend training programmes, ensuring the appropriate numbers of instructors and students are abstracted. Inform staff of the relevant information for any training courses such as location, date and time, and update records accordingly.
4. Participate in formal meetings within the area; take notes/minutes, prepare and distribute agendas, and any other relevant papers.
5. Establish and maintain office systems both paper and electronic to a high standard.
6. Produce planned reports such as sickness absence monitoring information, annual leave analysis, and control room sheets and other ad hoc reports, as required.
7. The job holder will carry out any other duties as may reasonably be required by their Line Manager.

Key Working Relationships:

• Other departments within EEAST.
• External staff from other NHS Trusts.
• Non-NHS organisations.
• Members of the public and service users, as appropriate.

Operational Responsibility:

Delivers an effective and competent level of clerical support and consistently delivers a ‘client-focused’ service which promotes good customer service and effective working relationships.

Financial and Physical Resources Responsibility:

• Handles cash, valuables, and stock control, as necessary to role.
• Responsible for petty cash, and/or departmental stationery orders and stock.

Human Resources Responsibility:

• Demonstrates own activities to new or less experienced employees, and provides supervision of less experienced staff, as needed.
• To act as a decision loggist for the Trust, as and when required, undertaking and/or renewing appropriate training at regular intervals.

Information Management Responsibility:

• Processes documents, notes of meetings, takes/transcribes minutes.
• Data entry as required.

Planning and Organisation Responsibility:

• Plans and organises straightforward activities, some of which are ongoing.
• Organises own tasks and plans and priorities own workload, arranges meetings for others.

Policy and Service Development Responsibility:

• Follow policies in own role, may be required to comment.

Research and Development Responsibility:

• Undertakes surveys and audits, as necessary to own work.

Freedom to Act:

Manages own workload, required to act independently. Works within defined policies and procedures.

Analytical and Judgmental Responsibility:

Makes judgements involving facts and situations, some requiring analysis. Prioritises work, resolving conflicting work and time pressures.

Communication Responsibility:

Provides and receives routine information, overcoming barriers to understanding, as needed. Exchanges information with internal staff, service users, and external organisations, some of which may be complicated.

Physical Effort:

Combination of sitting, standing, walking.

Mental Effort:

Frequent concentration, work pattern unpredictable.

Emotional Effort:

Frequent distressing or emotional circumstances, including minuting or taking notes in staff meetings, where some content could be upsetting and/or distressing.

Working Conditions:

Use VDU equipment more or less continuously.

Patient and Client Care:

Assist patients/clients during incidental contact. Contact with patients is incidental.

Safeguarding Children, Young People and Vulnerable Adults:

Safeguarding children and vulnerable adults is everyone’s responsibility. Whatever your role the welfare of children and vulnerable adults should be your concern. It is your duty to report any concerns through your Line Manager/designated Safeguarding Lead. All EEAST staff are required to undertake safeguarding awareness training and to undertake additional training in relation to safeguarding relevant to their role.