Job vacancy: NEPTS Administrator, East Midlands Ambulance Service NHS Trust, Nottingham

Job summary

Main area: Administration
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 335-A-1657

Employer: East Midlands Ambulance Service NHS Trust
Employer type: NHS
Site: EMAS Trust Headquarters
Town: Nottingham
Salary: £26,530 - £29,114 PA
Salary period: Yearly
Closing: 05/01/2025 23:59

NEPTS Administrator

NHS AfC: Band 4

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non-Emergency pre-hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Detailed job description and main responsibilities

KEY RESULT AREAS:

Responsibilities

To present a professional, welcoming and helpful image to staff, other organisations, the public and media.
To provide an efficient and effective administrative support service to Senior Leadership Team and senior level meetings, paying attention to the requirement for confidentiality and discretion.
To maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. This may involve handling a caller who is upset or aggressive on rare occasions.
To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings.
To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings.
To support the Performance Delivery Manager – Service Delivery, with preparation and distribution of reports, agenda and action logs for meetings.

As part of the administrative team, process travel and hotel bookings for NEPTS as appropriate in line with the Trust’s policy. Also prepare detailed travel itineraries as required.
To ensure that all documentation is dealt with efficiently and effectively, including using a tracking system and following version control processes.
Take clear precise telephone messages and resolve queries in a professional manner.
To manage all incoming and outgoing mail using tracking systems. To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken.
Manage a small team of divisional administrators
To review and where appropriate, action incoming electronic mail messages on behalf of the Head of NEPTS or other senior staff in their absence in a timely manner, as directed by the Performance Delivery Manager.
Ensure email correspondence is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, on behalf of the Head of NEPTS and Senior Leadership Team.
To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style.
To assist the Head of NEPTS and Senior staff through prioritising appointments, diary management and dealing with telephone and other enquiries.
To manage the diary of the Head of NEPTS co-ordinating and prioritising appointments and ensuring effective communication.
To provide adequate office cover arrangements in conjunction with other members of the team. Flexibility with working hours is sometimes needed.
Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrative team, reporting faults and tracking progress where required.

The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.

This job description is not intended to be an exhaustive list of duties and responsibilities, but to give an indication of the main areas of activity and involvement.

Person specification

Qualifications

Essential criteria

NVQ Level 3 Business Administration qualification

Desirable criteria

• 3 x GCSE (or Equivalent) in English and Maths Grade C and above

Experience

Essential criteria

Experience of working in an administrative role delivering a function to senior level managers
Ability to accurately produce minutes of senior level meetings.

Desirable criteria

Experience of working in a corporate governance function

Planning and Organisational Skills

Essential criteria

Good organisational skills and experience of setting up and maintaining systematic administrative processes

The East Midlands has a lot to offer:

Excellent Location

Making a Difference

Action Packed Roles

Support and Belonging

Note on Covid-19 Vaccination status:

It is a clear professional responsibility of all health care staff to be vaccinated. EMAS NHS Trust therefore encourages and supports all employees to be vaccinated as it remains the best line of defence against COVID 19.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer, committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under-represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work-life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part-time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision - Responding to patient needs in the right way, developing our organisation to become outstanding for patients and staff, and collaborating to improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non-patient facing roles this check may also be required if offered a position with EMAS (All spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £43.88.

Mindful employer. Being positive about mental health.

Documents to download

Apply online now

Further details / informal visits contact

Name: James Oldham
Job title: Head of Operations
Email address: [email protected]

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Job summary

Employer heading

NEPTS Administrator

NHS AfC: Band 4

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications

Essential criteria

Desirable criteria

Experience

Essential criteria

Desirable criteria

Planning and Organisational Skills

Essential criteria

Employer certification / accreditation badges

Documents to download

Further details / informal visits contact

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