Station Administrator

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 Coroners Court statements and inquests, police statements and interviews, solicitors 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. Job description Job responsibilities 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 Coroners Court statements and inquests, police statements and interviews, solicitors 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.