Sort Administrator - Melbourn, United Kingdom - East of England Ambulance Service Trust

East of England Ambulance Service Trust
East of England Ambulance Service Trust
Verified Company
Melbourn, United Kingdom

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

Responsible for providing administration support to the Specialist Operational Management Team, including the Scheduling of staff and the effective deployment and allocation of resources.


Provide effective administrative support, assisting in the allocation of staff to rosters and working with the management team to ensure optimal cover is provided to meet the Trust's objectives.

Communicate effectively with operational staff, support services and external agencies.

  • Provide administrative support using Microsoft Office packages including Word and Excel. This includes establishing and maintaining office systems both paper and electronic to a high standard.
  • 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.
  • Draft routine and standard correspondence on behalf of the SORT Management Team.
  • Prioritise own workload to ensure that work is completed within agreed timescales.
  • Populate and maintain locally the Global Rostering System.
  • In liaison with Management Teams/Line Manager, maintain resources/rosters ensuring optimum staff unit hours and vehicles against the demand analysis for each day of the week, in line with Trust Policies, Procedures and any other relevant guidance.
  • Communicate effectively with Senior Managers, Managers, staff and colleagues both internal and external. Communicate in a confidential manner when appropriate.
  • Work with management to ensure that staff are planned to work in a way which reflects the Trusts Policies and Procedures and any other relevant guidance, examples include Working Hours policy, Annual Leave, Sickness absence and the Policies for the management of Relief staff.


Staff demonstrate compassion and respect whilst promoting patient dignity and respecting individual needs, patients are involved in their care and treatment, and staff act with the utmost professionalism and support patients and the public in the most trying of circumstances to provide positive outcomes.


If this sounds like you, and it's time to make the change, then it's time you applied to work at the ambulance service.


  • Continuously identify and monitor uncovered shifts and assign known spare capacity as a priority to available shifts, liaising with Emergency Operational Management Teams/Line Manager where appropriate.
  • Arrange cover for vacant shifts using effective communication skills with operational staff which will include using a degree of persuasion and negotiation.
  • In liaison with Emergency Operational Management Teams/Line Manager allocate overtime within identified limits and Trust Policies, Procedures and any other relevant guidance, on a fair and equitable basis.
  • Effective communication of information in a timely manner ensuring that there is a high degree of understanding, especially in relation to complex or patient related matters.
  • Arrange sickness absence review meetings, initiate RTW (return to work) meeting and paperwork and produce notification of the requirement for informal and formal interviews to the Emergency Operational Management Teams.
  • Facilitate the planning of phased RTW programmes as dictated by the Emergency Operational Management Team.
  • Produce planned reports such as sickness absence monitoring information, annual leave analysis and control room sheets and other ad-hoc reports as required.
  • 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.
  • Support new administrative staff by consolidating previous training and providing mentorship.
  • Deal with enquiries from a variety of sources, actioning those within delegated authority. Following up as directed by the Emergency Operational Management Team/line manager.
  • 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.
  • Where appropriate support the provision of cover for planned events and large or major incidents.
  • Arrange and prepare meetings on behalf of the General Manager and Emergency Operational Management Team, booking rooms, and refreshments as required.

16.

Act as secretary at formal meetings across the Trust:
to take notes/minutes, prepare and distribute agenda's, notes/minutes and any other relevant papers.

  • May be the first point of contact for staff wishing to raise sensitive, personal and welfare issues which may require tact and sensitivity.
  • Ensure that any issues that may affect service delivery are reported to a member of the General Manager, Emergency Operational Management Team and HEOC.
  • Serve as a single point of contact for permanent and
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