Non-Emergency Patient Transport Services Administration Assistant

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

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