Job summary
An exciting opportunity has arisen to take up position as Support Services Team Co-Ordinator at the NHS Resilience Emergency Capabilities Unit
Pivotal to the effective and consistent delivery of the ECU service at the heart of the nation, the Support Services Team Co-Ordinator provides support to all 20 members of the ECU Team across all areas of delivering a operational and educational ambulance service. We are looking for a proactive and enthusiastic administrator to support the team in issues related to pay, procurement, equipment, monitoring of HSE standards, and support to the whole ECU team to ensure they are supported in going out and delivering the best training and operational standards as possible.
Working as a crucial member of the Support Services and Logistics team, you will be supported and developed to undertake the full range of duties required. This is a key role, and will be one of the main points of contact for the ECU; personable, approachable, and knowledgeable, the Team Co-Ordinator is looked to by internal and external contacts to be able to resolve a range of problems and deliver a great service.
Main duties of the job
- Act as a regular reliable point of contact for visitors and staff, fielding a range of queries and signposting people to the right place.
- Being a vital part of the ECU and LAS supply chain, ordering, receiving, issuing, and receipting essential equipment, uniform, and other stores.
- Audit and support the payroll run, ensuring that staff are able to claim for their pay and overtime and be paid it on time and in full..
- Assist the ECU Management Team with secretarial services including an element of diary management, minute taking, production of letters based on pre-existing templates, and assisting in collating/receiving information.
- Support the review and maintenance of safety by assisting with audits, acting as a fire marshal, as well as championing health and safety matters and the overall fitness of the estate.
- Support to the team by managing a team diary to schedule any local risk assessments, staff statutory mandatory expiry dates, annual leave requests, team meeting actions, and appraisals.
- Ensuring digital content on NHS Resilience Emergency Capabilities Unit remains up to date (training to be provided).
- Resolving any escalated bookings with Capita the hosts of The Fire Service College
About us
The principal aim of the NHS Resilience Emergency Capabilities Unit (ECU) is to support the delivery of patient care and improved clinical outcomes in a range of challenging environments across England. The unit supports NHS Trusts and partner agencies to provide an effective response to the major and complex incidents defined within the UK's National Risk Register.
The NHS ECU is the national centre of excellence for emergency preparedness, resilience, and response across England's ambulance services. Hosted by the London Ambulance Service and commissioned by NHS England, we are dedicated to ensuring that the NHS is ready to respond to the most complex, high-risk, and challenging incidents--whenever and wherever they occur.
Our work is structured around three core capabilities:
- Preparedness: Ensuring our teams are ready to respond through rigorous training, clinical excellence, and strategic planning.
- Interoperability: Embedding multi-agency collaboration into every aspect of our work, from joint training to national coordination.
- Improvement: Anticipating future risks and continuously evolving our capabilities to meet them.
Whether you're a clinician, emergency planner, policymaker, or member of the public, this site is your gateway to understanding how the NHS ECU is shaping the future of emergency care. Explore our strategy, capabilities, training programmes, and resources--and join us in building a safer, more resilient NHS.
Job description
Job responsibilities
- To manage office administration for the ECU, 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 ECU. Deal with both routine and non-routine queries and tasks arising from both internal and external sources. In particular liaising between the LAS and the ECU 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, as required.
- Maintain and update notice boards and Service policy and procedure manuals at main stations and ensure distribution.
- Gather data from Microsoft 365 to provide statistical information on a range of subjects to the Management Team and other departments.
- Ordering and receipting all office consumables, e.g. stationary and uniform for the station and staff through E-Proc.
- Maintain admin stock levels to meet requirements understanding budgetary constraints.
- Liaise with Fleet Maintenance and/or the ECU logistics team on issues relating to vehicle defects, road traffic accidents, servicing, MOTs etc.
- Liaise with Estates and/or the Capita Incident Ground Team to report maintenance problems and contractors sent as necessary.
- Provide familiarisation of the administrative role to new staff.
- Provide training to new ECU members 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.
We reserve the right to close the application window early if we receive a high volume of suitable applications.
Job description
Job responsibilities
- To manage office administration for the ECU, 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 ECU. Deal with both routine and non-routine queries and tasks arising from both internal and external sources. In particular liaising between the LAS and the ECU 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, as required.
- Maintain and update notice boards and Service policy and procedure manuals at main stations and ensure distribution.
- Gather data from Microsoft 365 to provide statistical information on a range of subjects to the Management Team and other departments.
- Ordering and receipting all office consumables, e.g. stationary and uniform for the station and staff through E-Proc.
- Maintain admin stock levels to meet requirements understanding budgetary constraints.
- Liaise with Fleet Maintenance and/or the ECU logistics team on issues relating to vehicle defects, road traffic accidents, servicing, MOTs etc.
- Liaise with Estates and/or the Capita Incident Ground Team to report maintenance problems and contractors sent as necessary.
- Provide familiarisation of the administrative role to new staff.
- Provide training to new ECU members 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.
We reserve the right to close the application window early if we receive a high volume of suitable applications.
Person Specification
Qualifications
Essential
- Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)
Experience
Essential
- Significant recent experience of office or administrative work
- Experience of using Microsoft Office suite including Word, Excel, Outlook and inputting and processing information
- Recent experience of using an email and calendar system such as Microsoft Outlook
Desirable
- Knowledge of other Microsoft Office applications
Knowledge
Essential
- Good typing and word processing skills (minimum typing speed 40 wpm)
- Strong organisational abilities
- Excellent verbal and written communication skills
- Good interpersonal skills i.e. tact and diplomacy
- A sound knowledge of Trust Policies and Procedures
Personal Abilities
Essential
- Good attention to detail
- Ability to work effectively on own initiative, organising own workload
- Absolute ability to maintain confidentiality
- The ability to deal with information that may be of a sensitive or distressing nature
- Ability to adapt to ever changing working environment on a daily basis
Person Specification
Qualifications
Essential
- Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)
Experience
Essential
- Significant recent experience of office or administrative work
- Experience of using Microsoft Office suite including Word, Excel, Outlook and inputting and processing information
- Recent experience of using an email and calendar system such as Microsoft Outlook
Desirable
- Knowledge of other Microsoft Office applications
Knowledge
Essential
- Good typing and word processing skills (minimum typing speed 40 wpm)
- Strong organisational abilities
- Excellent verbal and written communication skills
- Good interpersonal skills i.e. tact and diplomacy
- A sound knowledge of Trust Policies and Procedures
Personal Abilities
Essential
- Good attention to detail
- Ability to work effectively on own initiative, organising own workload
- Absolute ability to maintain confidentiality
- The ability to deal with information that may be of a sensitive or distressing nature
- Ability to adapt to ever changing working environment on a daily basis
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
