Non-Emergency Patient Transport Services Administration Assistant

Job summary An exciting opportunity has become available for an experienced administration assistant to join our well established Non-Emergency Patient Transport Services (NEPTS) team at Warrington.The appointable applicant will provide confidential support and assistance to the NEPTS Operations Manager and their management team.
Ensure full compliance with all administrative functions associated with PTS Headquarters.
Additionally administering headquarter functions as determined from time to time and provide secretarial support to the Directors, if required.Applicants must hold a minimum of 3 GCSEs at Grade C/4 or above including English (or equivalent) along with recent relevant administration experience.
Main duties of the job West Midlands Ambulance Service University NHS Foundation Trust is committed to creating an inclusive, supportive, and accessible workplace for everyone where our colleagues feel empowered to succeed.Each person plays a vital part to ensuring our organisation meets the differing needs of our communities ultimately enabling us to save lives.
We acknowledge that a workforce that reflects the communities that it serves provide better patient care and we are therefore looking for self-motivated, enthusiastic people from all backgrounds that care about making a difference to our patients.We are committed to diversity and inclusivity at all levels.
We are proud to have maintained Disability Confident Leader status and as part of our commitments to this we guarantee to invite all applicants who meet the essential criteria for a role to attend assessment or interview.
If you have a disability or learning difficulty, and prefer to disclose it, please feel free to do so in your application.
You can also contact the Recruitment Team via email at if you wish to have a confidential discussion.
We use this information, with your permission, to ensure you are fully supported during the recruitment process.The Trust is proud to support our Armed Forces community and have signed up to the Step Into Health initiative.
We welcome applications from Armed Forces Veterans and Service leavers.
About us If this position involves a regulated activity it will require an Enhanced Disclosure & Barring Service check.
The disclosure will, where appropriate to the role, include information against the Independent Safeguarding Authority barred lists for working with children, adults or bothWhere a Disclosure & Barring Service (DBS) check is required for the post, all applicants are required to cover the cost of the check.
The cost of £ for an enhanced check is payable to our online provider at the time that the DBS application is submitted.
Upon receipt of your DBS you will then be required to sign up to the DBS online update service.We do endeavour to respond to all candidates on an individual basis.
Therefore we do ask for your co-operation and patience whilst the short listing process takes place.
After the closing date please ensure you check your emails (including junk mail) regularly as contact is usually made via this method.We are proud to offer flexible working options to support our colleagues to have a greater choice in when, where and how they work.
During your interview we will explore this with you and discuss your individual needs and how this could be facilitated for this role to benefit patient experience, service delivery and the work-life balance of colleagues.
Job description Job responsibilities Providea confidential/sensitive, high quality administrative, secretarial and personalrole to the PTS Manager, the PTS Operations Manager.
Also, as and when necessary, provide the sameservice to other members of staff within the PTS Management Team.
Undertakea high level of working on own initiative and at own discretion, initiatingforward planning and control of own time in accordance with the needs of thepost.Receive,open, screen, and distribute all written mail, external and internal, for thePTS Management Team.
Deal with suchcorrespondence or redirect as appropriate.Initiate & process routinecorrespondence and undertake confidential typing for the PTS Manager, the PTSOperations Manager and other members of the Patient Transport ServiceManagement Team.
Use shorthand for dictationwhen necessary.Maintain a full range of office systemsto ensure the smooth running of PTS HQ, including photocopying, faxing andmaintaining directories of contact addresses and telephone numbers.Arrangemeetings, attend and take minutes, undertake action points where necessary,ensuring that all relevant paperwork is distributed in a timely manner.
Also ensure that meeting rooms, andrefreshments are booked.
Arrangedisciplinary hearings, liaise with Human Resources and Staff SideRepresentative, arrange a venue, prepare all necessary paperwork, attend andminute the hearings to provide an accurate record of the proceedingsArrangeand provide hospitality for all visitors to PTS HQ.Screeningof telephone calls, internal and external, resolving where possible any routineenquiries.
Take messages and takingfollow up action as necessary.Maintain,update and action diaries for the PTS Manager and PTS Operations Manager.In conjunction with thePTS Operations Manager, assist in the recruitment of the Voluntary Car ServiceScheme.Administer the Hospital and VoluntaryCar Service Scheme, ensuring that all claims are correct and processedaccording to procedures.
Renew orders for the provision of CarDriver Services on an annual basis and maintain a database of all Car Serviceand taxi invoices.Maintain adatabase to facilitate the timely checking and processing of all writtendocuments provided by Voluntary Car Drivers, including car insurance, road fundlicence, MOT, safety checks, etc, for new and current providers.
Arrange with Automotive EngineeringServices the relevant safety checks for all new and existing vehicles to thescheme and produce relevant documentation for these to be carried out.
Book medicals with WMASs OccupationalHealth Department for new drivers and produce relevant documentation for theseto be carried out.In conjunction with the PTSOperations Manager, collate and produce, on a monthly basis, the requiredstatistics in relation to PTS Operational Performance for submission to the PTSManager and Trust Board.In conjunction with the PTSManager, produce a Financial Monitoring Spreadsheet, per contract, on a monthlybasis, for the attention of the WMAS Chief Executive and Chairman.Takean active part in PTS recruitment days.Duties include arranging the attendance of Occupational Health Advisorsand producing an on the day workable timetable for candidates and Trust staffto adhere to and manage administrative tasks during the session.Monitorconfidential files and ensure that the PTS Manager and his Senior Managementteam are provided with all relevant documentation for meetings in a timelymanner.Createpersonal files for new members of staff.Maintain, amend and update all personnel files for new and existingstaff, to include, for example, training, sickness absence, counsellings, etc.
Transfer and collate this information on thenew Trust Wide Professional Rota Organising and Management Information System(PROMIS).
Also maintain an up to datedatabase of all PTS staff.Collateand process all documentation relating to road traffic accidents.
Produce a summary/report regarding theseaccidents, on a monthly basis, for the PTS Operations Manager.Ensurescompliance with Risk Management responsibilities ensuring that staff are awareof the Risk Management Policy and Incident Reporting.
Ensure RIDDOR reportable incidents areprocessed appropriately.Completeall statutory monthly returns and forward to the relevant department.Ensurethat all administrative processes employed by the Patient Transport ServicesHeadquarters comply with the requirements of WMAS NHS Trust Quality ManagementSystem BSI EN9000, CWR.Inconjunction with the PTS Manager and PTS Operations Manager, prepare andcontribute to the production of high quality tender documents.Collateand process all relevant documentation for the provision of supplies andservices to all PTS Contract Sites, ensuring that adequate levels of stock areavailable at these sites at all times.
Arrangerelevant paperwork for prompt payment of invoices.
Diariseand renew orders for goods and/or services for all PTS sites on an annualbasis.
Processrail travel requests for staff.
Arrangeaccommodation, if necessary.Processand facilitate the payment of any adhoc expenses through the Petty Cash Systemfor PTS managers and staff.Negotiatethe placement of Work Experience pupils, liaising with schools and PTS Contractsites.
Process paperwork accordingly.Collateand process annual leave, other authorised absences and sickness records forthe PTS Manager and his subordinate managers.Oversee, in conjunction with the PTS Operations Manager, annual leave,other authorised absences and sickness records for the PTS Operations Centrestaff and Liaison Assistants.
Ensurethat all appropriate documentation in respect of the above is forwarded to Pay& Records Department.Maintainthe Trusts Bradford Formula Method for the recording of sickness for all PTSsites for the PTS Manager and PTS Operations Manager.Collateand process complaints and commendations received by PTS to meet the proceduralrequirements of the WMAS NHS Trust.Observethe requirements of GDPR Undertake other associated or similar duties as agreedfrom time to time Person Specification Experience Essential Recent relevant secretarial/admin experience Experience in use of Word Processor - preferably Word for Windows and using database software Experience of handling routine correspondence, collating and recording statistical information and maintenance of filing systems Use of telephone systems/screening calls Diary keeping and minute/note taking Skills and Knowledge Essential Excellent keyboard skills Excellent communication skills at all levels both verbally & in writing Qualifications Essential 3 GCSEs at Grade C/4 or above to include English (or equivalent) RSA II Typing / Word Processing or equivalent experience Willing to undertake any training considered necessary for the duties of the post