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Detailed job description and main responsibilities

The post holder will work alongside the EPRR Resilience & Emergency Preparedness Co-ordinator to ensure that all administrative functions are delivered to a high standard so that the EPRR team is able to provide an efficient and reliable service to the Trust.

This post holder will support the team to ensure effective management of the EPRR email inbox, to assist in production and dissemination of updated plans, to help ensure accurate training records are maintained and that all resilience equipment is regularly checked and maintained.

The post holder will communicate effectively during planned and unplanned incident response phases with members of the operational, tactical and strategic command and co-ordination teams.

They will also respond to both internal and external telephone calls and queries, with particular attention to courtesy, accuracy and confidentiality.

The post holder will be responsible for providing the EPRR section of the Trust’s Weekend Plan every week, ensuring that all development or remedial work taking place during the time period is included alongside any external events and risks.

They will also complete and submit the EPRR element of the monthly Quality Report for the Care Quality Directorate, entering the business continuity plan compliance data and obtaining the narrative update from the EPRR Project Manager.

The post holder will undertake weekly and monthly equipment checks at all sites, ensuring that radios and laptop computers are fully charged, RAMGENE monitor batteries are checked, and that action cards are in situ. The post holder will work with the stores teams to regularly rotate the resilience clinical equipment supplies so that there is no wastage.

There is an incident response element to this post. The post holder will become a trained loggist and participate in the loggist rota. They will help active the Incident Co-ordination Centre (ICC) should an incident be declared and will support the Tactical Control Team to deliver the Trust’s response to the incident, planning command meetings, ensuring sitreps are responded to on time and managing the incident inbox. They will arrange for operational debrief sessions to be held soon after the incident by booking rooms, disseminating the details to all relevant staff, taking notes during each session and providing written debrief notes to the HREP. During planned events, such as industrial action, they will assist in planning the command meetings and managing the action and decision trackers. They will also ensure any resilience communications equipment is available and prepare the contact details sheets and that they have charged and prepared all equipment.

They will support the Deputy Resilience Co-ordinator to ensure that resilience equipment supplies for pandemic and mass casualty events are maintained in a cost effective manner, rotated appropriately in conjunction with the supplies teams, updated in line with changes in national or local requirements, and that the relevant databases are up to date at all times.

This post carries no direct financial responsibility, but is required to raise purchase orders and manage the stationery for the department, with particular emphasis on well-organised and minimal stock levels, within authorised signatory limits of the scheme of delegation.

The post holder will participate in the development of exercises to test any of the major incident related plans and will work with the Resilience & Emergency Preparedness Co-ordinator and their deputy to:

• Co-ordinate planning meetings, taking notes of each action agreed
• Print and produce the exercise paperwork once it has been developed, including umpire packs, temporary exercise action cards, patient scenario sheets, preparing and then re-setting the exercise register and patient documentation packs as instructed
• Provide administrative support to the Exercise Control Team during the exercise