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 recruitmentwmas.nhs.uk 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 both Where 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 £57.76 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. Date posted 06 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time Reference number C9217-218-24-25 Job locations Warrington PTS Unit 4 Eagle Park Warrington WA2 8JA Job description Job responsibilities Provide a confidential/sensitive, high quality administrative, secretarial and personal role to the PTS Manager, the PTS Operations Manager. Also, as and when necessary, provide the same service to other members of staff within the PTS Management Team. Undertake a high level of working on own initiative and at own discretion, initiating forward planning and control of own time in accordance with the needs of the post. Receive, open, screen, and distribute all written mail, external and internal, for the PTS Management Team. Deal with such correspondence or redirect as appropriate. Initiate & process routine correspondence and undertake confidential typing for the PTS Manager, the PTS Operations Manager and other members of the Patient Transport Service Management Team. Use shorthand for dictation when necessary. Maintain a full range of office systems to ensure the smooth running of PTS HQ, including photocopying, faxing and maintaining directories of contact addresses and telephone numbers. Arrange meetings, 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, and refreshments are booked. Arrange disciplinary hearings, liaise with Human Resources and Staff Side Representative, arrange a venue, prepare all necessary paperwork, attend and minute the hearings to provide an accurate record of the proceedings Arrange and provide hospitality for all visitors to PTS HQ. Screening of telephone calls, internal and external, resolving where possible any routine enquiries. Take messages and taking follow up action as necessary. Maintain, update and action diaries for the PTS Manager and PTS Operations Manager. In conjunction with the PTS Operations Manager, assist in the recruitment of the Voluntary Car Service Scheme. Administer the Hospital and Voluntary Car Service Scheme, ensuring that all claims are correct and processed according to procedures. Renew orders for the provision of Car Driver Services on an annual basis and maintain a database of all Car Service and taxi invoices. Maintain a database to facilitate the timely checking and processing of all written documents provided by Voluntary Car Drivers, including car insurance, road fund licence, MOT, safety checks, etc, for new and current providers. Arrange with Automotive Engineering Services the relevant safety checks for all new and existing vehicles to the scheme and produce relevant documentation for these to be carried out. Book medicals with WMASs Occupational Health Department for new drivers and produce relevant documentation for these to be carried out. In conjunction with the PTS Operations Manager, collate and produce, on a monthly basis, the required statistics in relation to PTS Operational Performance for submission to the PTS Manager and Trust Board. In conjunction with the PTS Manager, produce a Financial Monitoring Spreadsheet, per contract, on a monthly basis, for the attention of the WMAS Chief Executive and Chairman. Take an active part in PTS recruitment days. Duties include arranging the attendance of Occupational Health Advisors and producing an on the day workable timetable for candidates and Trust staff to adhere to and manage administrative tasks during the session. Monitor confidential files and ensure that the PTS Manager and his Senior Management team are provided with all relevant documentation for meetings in a timely manner. Create personal files for new members of staff. Maintain, amend and update all personnel files for new and existing staff, to include, for example, training, sickness absence, counsellings, etc. Transfer and collate this information on the new Trust Wide Professional Rota Organising and Management Information System (PROMIS). Also maintain an up to date database of all PTS staff. Collate and process all documentation relating to road traffic accidents. Produce a summary/report regarding these accidents, on a monthly basis, for the PTS Operations Manager. Ensures compliance with Risk Management responsibilities ensuring that staff are aware of the Risk Management Policy and Incident Reporting. Ensure RIDDOR reportable incidents are processed appropriately. Complete all statutory monthly returns and forward to the relevant department. Ensure that all administrative processes employed by the Patient Transport Services Headquarters comply with the requirements of WMAS NHS Trust Quality Management System BSI EN9000, CWR. In conjunction with the PTS Manager and PTS Operations Manager, prepare and contribute to the production of high quality tender documents. Collate and process all relevant documentation for the provision of supplies and services to all PTS Contract Sites, ensuring that adequate levels of stock are available at these sites at all times. Arrange relevant paperwork for prompt payment of invoices. Diarise and renew orders for goods and/or services for all PTS sites on an annual basis. Process rail travel requests for staff. Arrange accommodation, if necessary. Process and facilitate the payment of any adhoc expenses through the Petty Cash System for PTS managers and staff. Negotiate the placement of Work Experience pupils, liaising with schools and PTS Contract sites. Process paperwork accordingly. Collate and process annual leave, other authorised absences and sickness records for the 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 Centre staff and Liaison Assistants. Ensure that all appropriate documentation in respect of the above is forwarded to Pay & Records Department. Maintain the Trusts Bradford Formula Method for the recording of sickness for all PTS sites for the PTS Manager and PTS Operations Manager. Collate and process complaints and commendations received by PTS to meet the procedural requirements of the WMAS NHS Trust. Observe the requirements of GDPR Undertake other associated or similar duties as agreed from time to time Job description Job responsibilities Provide a confidential/sensitive, high quality administrative, secretarial and personal role to the PTS Manager, the PTS Operations Manager. Also, as and when necessary, provide the same service to other members of staff within the PTS Management Team. Undertake a high level of working on own initiative and at own discretion, initiating forward planning and control of own time in accordance with the needs of the post. Receive, open, screen, and distribute all written mail, external and internal, for the PTS Management Team. Deal with such correspondence or redirect as appropriate. Initiate & process routine correspondence and undertake confidential typing for the PTS Manager, the PTS Operations Manager and other members of the Patient Transport Service Management Team. Use shorthand for dictation when necessary. Maintain a full range of office systems to ensure the smooth running of PTS HQ, including photocopying, faxing and maintaining directories of contact addresses and telephone numbers. Arrange meetings, 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, and refreshments are booked. Arrange disciplinary hearings, liaise with Human Resources and Staff Side Representative, arrange a venue, prepare all necessary paperwork, attend and minute the hearings to provide an accurate record of the proceedings Arrange and provide hospitality for all visitors to PTS HQ. Screening of telephone calls, internal and external, resolving where possible any routine enquiries. Take messages and taking follow up action as necessary. Maintain, update and action diaries for the PTS Manager and PTS Operations Manager. In conjunction with the PTS Operations Manager, assist in the recruitment of the Voluntary Car Service Scheme. Administer the Hospital and Voluntary Car Service Scheme, ensuring that all claims are correct and processed according to procedures. Renew orders for the provision of Car Driver Services on an annual basis and maintain a database of all Car Service and taxi invoices. Maintain a database to facilitate the timely checking and processing of all written documents provided by Voluntary Car Drivers, including car insurance, road fund licence, MOT, safety checks, etc, for new and current providers. Arrange with Automotive Engineering Services the relevant safety checks for all new and existing vehicles to the scheme and produce relevant documentation for these to be carried out. Book medicals with WMASs Occupational Health Department for new drivers and produce relevant documentation for these to be carried out. In conjunction with the PTS Operations Manager, collate and produce, on a monthly basis, the required statistics in relation to PTS Operational Performance for submission to the PTS Manager and Trust Board. In conjunction with the PTS Manager, produce a Financial Monitoring Spreadsheet, per contract, on a monthly basis, for the attention of the WMAS Chief Executive and Chairman. Take an active part in PTS recruitment days. Duties include arranging the attendance of Occupational Health Advisors and producing an on the day workable timetable for candidates and Trust staff to adhere to and manage administrative tasks during the session. Monitor confidential files and ensure that the PTS Manager and his Senior Management team are provided with all relevant documentation for meetings in a timely manner. Create personal files for new members of staff. Maintain, amend and update all personnel files for new and existing staff, to include, for example, training, sickness absence, counsellings, etc. Transfer and collate this information on the new Trust Wide Professional Rota Organising and Management Information System (PROMIS). Also maintain an up to date database of all PTS staff. Collate and process all documentation relating to road traffic accidents. Produce a summary/report regarding these accidents, on a monthly basis, for the PTS Operations Manager. Ensures compliance with Risk Management responsibilities ensuring that staff are aware of the Risk Management Policy and Incident Reporting. Ensure RIDDOR reportable incidents are processed appropriately. Complete all statutory monthly returns and forward to the relevant department. Ensure that all administrative processes employed by the Patient Transport Services Headquarters comply with the requirements of WMAS NHS Trust Quality Management System BSI EN9000, CWR. In conjunction with the PTS Manager and PTS Operations Manager, prepare and contribute to the production of high quality tender documents. Collate and process all relevant documentation for the provision of supplies and services to all PTS Contract Sites, ensuring that adequate levels of stock are available at these sites at all times. Arrange relevant paperwork for prompt payment of invoices. Diarise and renew orders for goods and/or services for all PTS sites on an annual basis. Process rail travel requests for staff. Arrange accommodation, if necessary. Process and facilitate the payment of any adhoc expenses through the Petty Cash System for PTS managers and staff. Negotiate the placement of Work Experience pupils, liaising with schools and PTS Contract sites. Process paperwork accordingly. Collate and process annual leave, other authorised absences and sickness records for the 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 Centre staff and Liaison Assistants. Ensure that all appropriate documentation in respect of the above is forwarded to Pay & Records Department. Maintain the Trusts Bradford Formula Method for the recording of sickness for all PTS sites for the PTS Manager and PTS Operations Manager. Collate and process complaints and commendations received by PTS to meet the procedural requirements of the WMAS NHS Trust. Observe the requirements of GDPR Undertake other associated or similar duties as agreed from 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 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 Employer details Employer name West Midlands Ambulance Service University NHS Foundation Trust Address Warrington PTS Unit 4 Eagle Park Warrington WA2 8JA Employer's website https://wmas.nhs.uk/careers-staff-room/ (Opens in a new tab)