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Job summary

Main area
Ambulance Operations
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
308-CORP-3286
Employer
London Ambulance Service NHS Trust
Employer type
NHS
Site
Croydon Ambulance Station
Town
Croydon
Salary
£33,262 - £36,027 Per Annum - Inclusive of HCAS
Salary period
Yearly
Closing
29/07/2026 23:59

Employer heading

London Ambulance Service NHS Trust logo

Station Administrator

NHS AfC: Band 4

Our vision is to deliver outstanding emergency and urgent care whenever and wherever needed for everyone in London, 24/7, 365 days a year.  We are the busiest emergency ambulance service in the UK serving one of the world’s most dynamic and diverse cities. We provide emergency and urgent healthcare that is free to patients at the time they receive it.

We are the only NHS provider trust to serve the whole of London and the nine million people who live in, work in or visit the city.  We cover an area of 620sq miles and have more than 8,000 people who work or volunteer for us – rising to 10,000 when including bank staff and students.

We answer around two million 999 calls a year and our crews attend more than 3000 emergencies a day. Our 24-hour 111 integrated urgent care services London answer around two million calls a year.

We play a leading role in integrating access to emergency and urgent care in the capital and are striving to ensure patients receive the right response, in the right place, at the right time

Our main role is to respond to emergency 999 calls, providing medical care to patients across the capital, 24-hours a day, 365 days a year. Other services we offer include providing pre-arranged patient transport and finding hospital beds. Working with the police and the fire service, we are prepared for dealing with large-scale or major incidents in the capital.

 

 

Job overview

An exciting opportunity has arisen to take up position as Station Administrator at Croydon Ambulance Station.

Pivotal to the effective and consistent delivery of the ambulance service at the heart of the capital, the Station Administrator provides support to the Group Management Team across all areas of delivering an ambulance service including audits related to pay, procurement, issue of equipment, monitoring of on-station standards, and support to operational ambulance crews to ensure they are supported in going out and delivering the best care possible.

 

Working as a crucial member of the Group Management team, you will be supported and developed to undertake the full range of duties required. The Station Administrator is a key role as one of the main points of contact for the Station; personable, approachable, and knowledgeable, the Station Administrator 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

Main Duties

Act as a regular reliable point of contact on the station for visitors and staff, fielding a range of queries and signposting people to the right place.


Being a vital part of the 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.


Support to the operational resourcing processes, enabling management oversight of pool hours, flexible working arrangements, as well as core rostering.


Assist the Station 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 on stations by assisting with audits, acting as a fire marshal, as well as championing health and safety matters and the overall fitness of the estate.

Working for our organisation

Our strategy 2023-2028 outlines how we plan to achieve this, and  is centred upon three missions focused on:

  • Our care – delivering outstanding emergency and urgent care whenever and wherever needed.
  • Our organisation – being an increasingly inclusive, well-led and highly skilled organisation people are proud to work for.
  • Our London – using our unique pan-London position to contribute to improving the health of the capital.

To achieve these three missions we have set ourselves 50 commitments to deliver over the next five years. In developing these ambitious commitments, we have engaged extensively both inside our organisation, with our partners and with our patients, and we have analysed population trends and horizon scanned the future.

Detailed job description and main responsibilities

Detailed job description and main responsibilities 

To manage office administration for the station, 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 station. Deal with both routine and non-routine queries and tasks arising from both internal and external sources. In particular liaising between the Scheduling Department and the station team to complete all administrative tasks relating to operational staff, vehicle and resource availability, staff absence and overtime.


Co-ordinate staff responses to Coroner’s Court statements and inquests, police statements and interviews, solicitor’s queries and road traffic accident reporting.


Maintain and update notice boards and Service policy and procedure manuals at main stations and ensure distribution to the satellite stations.


Undertake audits such as defibrillator, mileage, drugs etc. to deadlines on a frequent basis.


Gather data to provide statistical information on a range of subjects to the Management Team and other departments.


To cross reference and collate on a daily basis all Patient Report Forms and Job Summary forms and ensure prompt delivery to Waterloo headquarters for data entry.


Ordering and receipting all accident and emergency consumables, stationary and uniform for the station and staff through E-Proc.


Maintain admin stock levels to meet station requirements understanding budgetary constraints.


Liaise with Fleet Maintenance and/or the management team on issues relating to vehicle defects, road traffic accidents, servicing, MOTs etc.


Liaise with Estates and/or the management team to report station maintenance problems and contractors sent to station as necessary.


Provide familiarisation of the administrative role to new staff.


Provide training to new Station Administrators 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.

 

Priority will be given to London Ambulance Service employees who are at risk of redundancy.

 

We reserve the right to close the application window early if we receive a high volume of suitable applications.

 

Person specification

Qualifications

Essential criteria
  • Good all round level of education equivalent to NVQ level 3, including Maths and English GCSE (or equivalent)

Experience

Essential criteria
  • 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

Knowledge

Essential criteria
  • 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

Employer certification / accreditation badges

Apprenticeships logoLondon Living Wage EmployerDisability confident employerStep into healthArmed Forces CovenantPeople PromiseApprenticeships Top 100 Employers 2024

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Matthew Morgan
Job title
Station Support Manager
Email address
[email protected]

If you have problems applying, contact

Address
220 Waterloo Road
London
SE1 8SD
Telephone
[email protected]
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