Hub Administrator

Job description

Job responsibilities

Provides full secretarial service to the Senior Operations Manager, including managing and maintaining electronic diary system.

Handles routine and confidential correspondence relating to the general operation of the office, including reports, invoices, contracts for outside/external sporting events, memos etc for all senior staff, using computer. Open internal and external mail and process as necessary. Photocopying/scanning duties as and when required.

To act as first point of contact for all enquiries to the Hub in order to establish the needs of the enquirer (e.g. members of the public, outside agencies, Police, Coroners) and to meet them in an effective and professional manner by responding to them personally or referring them to the appropriate Manager ensuring confidentiality.

Welcome visitors to the Hub (WMAS Staff, outside agencies, members of the public). Deal appropriately with their queries, ensuring confidentiality and refer to SOM as necessary. Queries may be sensitive, confidential or contentious.

Deals with sensitive staff issues with the utmost confidentiality.

To develop and maintain excellent relationships with a wide range of people both within the Trust and externally in order to ensure that communication and liaison between the sectors and others is effective and information is given and received in a timely and accurate manner.

Take minutes at local meetings as required.

Create and set up, manage and maintain computerised filing and records systems, including those containing confidential and sensitive information, ensuring these are kept up to date and in good order in accordance with Records Management Policy.

Collates and records statistical information.

Responsible for monitoring and ordering non-clinical consumables and the purchase of sundries for the smooth efficient running of the Hub, using e-procurement facility, ensuring goods are receipted in a timely manner. Storage and issue of stationery and consumable items for use (using recommended manual handling policy for lifting and handling) on a regular basis.

Ensure office equipment is maintained and report any repair work if required.

Responsible for monitoring staff ID/Swipe Cards and complete request forms and obtain photos when necessary.

Book staff appointments with Occupational health at the request of SOM/ /OM and make follow up appointments as necessary. Completion of appropriate referral paperwork on behalf of SOM/ /OM. Arrange sickness Welfare Reviews and initiate correspondence.

Monitor sickness, update register and inform management when trigger points occur. Use of word processing/spreadsheet packages to ensure records are up to date.

Routine maintenance and upkeep of the rota system. Contacting staff when required and booking staff on overtime to cover vacancies and short notice absences or provide additional resources, including use of text messaging service and MS Teams.

Ensure that accurate records are kept in respect of daily and weekly sickness.

Provide administrative assistance with the updating of daily and weekly rotas.

Assist in the compilation of statistics.

Input and retrieval of information onto the computer rota management system (GRS) maintenance of personal details, reports run for overtaken/remaining leave for non-RAL rota staff, contracted hours reports for hours owed/payback and report to SOM/ /OM on a monthly basis, also book student paramedics for shifts with Mentors and staff. (Internal and External Students).

Booking and cancellation of training courses.

Update register to ensure accurate records for Mandatory Training, CS1 days and PDRs

Input onto Electronic Staff Records (ESR) PDRs on completion.

To organise and maintain effective and efficient bring forward and follow up system, to ensure that the Hub complies with deadlines and requests for information, as well as ensuring that information is available on time for appointments and meetings.

To co-ordinate and facilitate meetings and other events on behalf of the Hub Management Team, including booking of venues and catering, drafting, distribution of agendas and timetables, acting as facilitator, taking and transcribing of accurate formal minutes or informal notes and preparation of documents.

Observes the requirements of the Data Protection Act/Caldicott and ensure that alteration to personal database are approved by authorised staff and that safeguards are employed to maintain a secure system.

Works in accordance with documented procedures to ensure that the service complies with the requirements of the Quality management Systems. Assist with internal audit procedures as and when required.

Ensure the effective operation of the administration department in the short term absence of the Administrative Supervisor when required.

Ensure that the workplace is secure on leaving.

Undertakes any other duties as may from time to time be reasonably required commensurate with the grade or position.

ADDITIONAL RESPONSIBILITIES

To ensure adherence to Health and Safety at Work Act.

To adhere to all Trust Standard Operating Procedures (SOPs)

To ensure adherence to any instructions as issued in weekly briefings and notices.

To ensure adherence to the Trusts Disciplinary and Grievance Procedures.

To take part in the Trust's Personal Development Review Process.

To develop oneself within the job and be proactive in identifying own professional development needs.

To contribute towards the development and review of training needs of peers and colleagues.

To maintain confidentiality at all times

Perform any other reasonable duties, of either a higher or lower rank, as may be assigned from time to time by your Line Manager

SUMMARY

NB. This job description identifies the major aspects of the post, but will be subject to review from time to time in light of the development of the Trust

Person Specification

Experience

Essential

• Experience of MS Office (Word, Excel, Outlook)
• Experience of working within an office environment

Skills & Knowledge

Essential

• Ability to organise and manage own workload
• Excellent communication skills both internally and externally at all levels

Qualifications

Essential

• 5 GCSEs at Grade C or above (or equivalent) including English & Maths
• NVQ Level 2 / RSA II qualifications or equivalent (Secretarial / Administrative based)
• Must be willing to undertake any training deemed necessary for the completion of duties

Visa Status

Essential

• Must be able to work in the UK without the need for sponsorship

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

West Midlands Ambulance Service University NHS Foundation Trust

Address

Hollymoor Hub

Hollymoor Point, Hollymoor Way

Rubery

Birmingham

B31 5HE

Employer's website

https://wmas.nhs.uk/careers-staff-room/ (Opens in a new tab)