East Midlands Ambulance Service NHS Trust
The Resource Assistant is accountable to the NEPTS Resource Manager for the delivery of the service by providing resource administration and coordination. They will contribute to the Non-emergency patient transport services division by utilising the global rostering system (GRS) and cleric booking system in the planning of daily resources.
Main duties of the job
The resourcing assistant will proactively support the NEPTS resource manager and planning team in resource administration and coordination.
1. Maintain standardised procedures in the use of Global Rostering Systems (GRS) and Cleric data systems.
2. Act as the first point of contact for NEPTS staff for reporting absence from work, processing annual leave, and allocating overtime and bank worker shifts.
3. Ensure the production of core rotas and that all information held on data systems (within NEPTS) are accurate and conform to the Working Time Directive.
4. Utilise GRS & Cleric to obtain analytical reports and statistical information which supports daily activity and operational demands.
5. Support the resource manager to ensure that the appropriate resources/vehicles are available to deliver a safe and effective NEPTS service.
6. Support the NEPTS planning team during periods of absence to ensure that the function can continue to provide an efficient service.
7. Maintain the NEPTS vehicle defect reporting system, ensuring timely repairs to the fleet and escalating areas of concern to the NEPTS resource manager & fleet teams.
About us
NEPTS is a small but dedicated team whose drive comes from doing the right thing by our patients, stakeholders, and staff.
EMAS is a forward-looking and diverse organisation that takes the welfare, education, and support of its staff seriously.
Job responsibilities
Communication and Relationship Skills
1. Act as a focal point for staff to report sickness and unforeseen absences, recording details in GRS and advising their line managers accordingly.
2. Ensure effective communication/reports between the NEPTS resourcing team and NEPTS control regarding resource/vehicle indicators impacting operational cover.
3. Support all incoming and outgoing communications (primarily by telephone and email), processing enquiries and managing all GRS-related information as per the Standard Operating Procedures.
4. Maintain the divisional vehicle accident procedure, ensuring data is collated in line with the standard operational procedures.
Knowledge, Training and Experience
1. Demonstrate an understanding of work procedures and practice in relation to the global rostering system and cleric.
2. Demonstrate knowledge of how NEPTS delivers its services for patients and awareness of NEPTS operational plans.
3. Support the preparation of reports and design of team presentations as required.
4. Demonstrate an understanding of the Working Time Directive and GRS system-related policies and procedures.
Analytical and Judgement Skills
1. Gather information relating to patient journeys and fact-find vehicle-related issues, some requiring further analysis.
2. Analyse abstractions within GRS daily to ensure effective resource deployment for service delivery.
Planning and Organisational Skills
1. Work regularly without supervision.
2. Support the resource manager to allocate overtime to cover core shifts fairly, ensuring optimal staffing for service delivery.
3. Demonstrate initiative to support the NEPTS resource manager in resolving resourcing issues that prevent high-quality care provision.
Physical Skills
1. Input, extract, and manipulate data daily, demonstrating competency in MS Word, Excel, and other work-related systems.
Policy and Service Development
1. Participate in the review and implementation of new systems and contribute to the development of NEPTS processes related to the resourcing function.
Financial and Physical Resources
1. Observe a personal duty of care regarding equipment and resources used in the course of work.
Human Resources
1. Participate in self-development opportunities to improve performance, engaging in the appraisal and personal development planning system.
Information Resources
1. Review processes for collating information and suggest improvements.
Freedom to Act
1. Work under initiative, guided by precedent and defined occupational policies, protocols, procedures, and codes of practice.
Physical Effort
1. Frequent requirement for sitting in a restricted position for a substantial portion of working time, operating a personal computer and other equipment.
Mental Effort
1. Frequent requirement for prolonged concentration.
Working Conditions
1. Use a personal computer continuously on a daily basis.
Risk, Health & Safety
1. Complete the annual display screen and equipment risk assessment. Duties will be undertaken in accordance with Trust policies, procedures, and practices, which may be amended from time to time.
Patient safety is a key priority for the Trust. It is your responsibility to ensure compliance with EMAS policies and procedures regarding patient safety, including Risk Management, Infection Prevention and Control, and Safeguarding children and vulnerable adults.
This job description is not exhaustive but gives an indication of the main areas of activity and involvement.
Person Specification
Qualifications
* Educated to Diploma Level or equivalent.
* RSA 1 or equivalent experience.
Experience
* Experience of database management.
* Preparation of reports and presentations using MS Word and Excel.
* Experience of using GRS.
* Experience of using Cleric.
Knowledge
* Able to handle competing demands.
* Knowledge of various types of rostering arrangements as operated within the Trust.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; therefore, a submission for Disclosure to the Disclosure and Barring Service (formerly CRB) will be necessary to check for any previous criminal convictions.
Address
East Midlands Ambulance Service, Trust HQ
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