Fleet Helpdesk Administrator

Job Summary

An exciting position has arisen to join the Yorkshire Ambulance Service as a Helpdesk Administrator. This position is a permanent contract within the Fleet Department.

As a Helpdesk Administrator, you will be working as part of the Fleet, Estates and Facilities Team. This is an integral support role which provides first point of contact for service users. The Helpdesk team is a small passionate team that looks after the day-to-day logging of all defects / breakdowns and queries concerned with Yorkshire Ambulance Services' Vehicles, Medical Devices, and Estate.

This Helpdesk role covers varied shifts - This post is to support the Fleet Administration and workshop functions out of hours. This post is a nights position Monday to Friday 22:00pm to 06:00am.

• Unsocial hours payments | NHS Employers
• This position attracts NHS section 2 out of hours incentives. Time + 35% subject to terms and conditions. This is above the salary rate of the advertised post.

Main duties of the job

• Be responsible for the distribution of jobs / work orders to relevant internal and external contractors to ensure vehicle downtime is kept to a minimum.
• Call taking, so you will need to be productive, efficient and accurate with call to answer duties, call prioritisation and be able to follow pre-designed responses by incoming call type.
• All day-to-day front office administration and processing tasks related to the Helpdesk operation.
• Creation of job cards, work allocations, order numbers and invoices.
• You will routinely chase updates and resolutions from YAS workshops / engineers and contractors to ensure all department records are accurate, and information can be provided live for reporting and management purposes.
• You will support the department by assisting as and when required to coordinate scheduled and unscheduled work.
• You will ensure that any documentation / information that is required for legal or statutory purposes is received, is reflective of the original request, and is filed in accordance with internal policies / procedures or legislation.
• Ensure that the department's systems are accurate and up to date at all times, with the ability to use several systems at once.
• To support the overall performance of the department and directorate by ensuring there are sufficient operationally ready vehicles to meet the daily stated requirement, and the estate and its facilities are safe, well maintained, and legal for Trust employees.

About us

Yorkshire Ambulance Service cover nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline, and inner cities. We serve a population of over five million people across Yorkshire and the Humber region and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.

Date posted: 09 April 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £22,816 to £24,336 a year Per annum * This position attracts NHS out of hours incentives *

Contract: Permanent

Working pattern: Full-time

Reference number: 174-FHA-080425

Job locations: Fleet Management, Unit M, Brunel Road, 41 Business Park, Wakefield, WF2 0XG

Job Description

Job responsibilities

Working as part of a team you will provide high quality comprehensive assistance to the team within the limits of the role your knowledge and qualifications, and will adhere with the Trust's policies, procedures and protocols and current legislation.

Responsibilities

Job description Job responsibilities

Working as part of a team you will provide high quality comprehensive assistance to the team within the limits of the role your knowledge and qualifications, and will adhere with the Trust's policies, procedures and protocols and current legislation.

Person Specification

Experience Essential

• Experience working in a busy administration office
• Experience of working as part of a team
• Call handling experience
• Experience and understanding of Fleet and/or Estates systems

Qualifications & Knowledge Essential

• NVQ level 2 in business administration and willing to work towards NVQ level 3 or diploma
• GCSE grade C or above in English and Maths or equivalent
• Evidence of continuing professional development

Skills Essential

• Computer literate with significant knowledge of Microsoft Office Suite
• Customer skills and strong organisational and administration skills
• Able to use initiative and prioritise workload

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.

Employer details

Employer name: Yorkshire Ambulance Service NHS Trust

Address: Fleet Management, Unit M, Brunel Road, 41 Business Park, Wakefield, WF2 0XG

Employer's website: https://www.yas.nhs.uk/