Job overview
Patient Transport Services is a service made available for those who meet the eligibility criteria set by the Epsom and St Helier Hospitals Trust and transport commissioners.
The post holder will be required to work with minimal supervision to ensure that the Patient Transport service runs efficiently during the service core hours
The post holder will support the daily operations of the Patient Transport service promoting a patient focused service with a continuous improvement ethos.
This role is invaluable to ensure that the services resources are appropriately utilised and will be beneficial to a large staff team. The post holder will complete a wide range of administrative functions to ensure the service is maintained whilst utilising all resources to full effect.
The post holder will maintain working relationships with a number of staff including the Patient Transport Service Team and wider Trust colleagues.
Main duties of the job
We have an opportunity for a motivated, dynamic and enthusiastic individual to join our Patient Transport Team to coordinate and schedule our service's resources.
A flexible approach and excellent interpersonal skills are essential in this role as well as an ability to manage your own workload to meet strict deadlines.
You will be responsible for accurately inputting payroll and attendance data onto the Trust systems therefore excellent attention to detail will be essential.
Working for our organisation
St George’s, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George’s Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Detailed job description and main responsibilities
General Responsibilities
·To support in the completion of staff rotas, ensuring that annual leave, sickness and unpaid leave is recorded promptly and bank staff are requested where appropriate.
·Input bank shifts into the Electronic Roster and complete electronic timesheet approval by the allocated deadline.
·To maintain records of staff annual leave requests ensuring that staff do not exceed their annual allowance and staffing levels match the agreed thresholds.
·To monitor staff annual leave usage to ensure it is being taken regularly throughout the leave year, providing reminders to staff where necessary.
·To input staff sickness and over time data into the Electronic Roster ensuring that the accurate information is entered into the relevant Trust systems.
·To support the Patient Transport Services Managers in scheduling staff appraisals and training.
·To provide guidance to staff and ensure accurate submissions of bank timesheets, overtime submissions and annual leave requests.
·To liaise with the Patient Transport Service Managers to ensure that staff can be released for ad-hoc and bespoke training sessions as required.
·To ensure any updates provided on staff absence are logged accordingly and any relevant personnel notified.
·To ensure that all sickness certification is logged filed and correctly and expiration dates are monitored.
·To support with monitoring the completion of return to work forms and escalate where necessary.
·Facilitate staff payroll on a monthly basis.
·To maintain productive working relationships across the Patient Transport Service and Trust colleagues.
·Manage the staff rota to ensure that the service is maintained utilising all resources to their fullest potential.
·To relay information to a large staff team as directed by the Patient Transport Service Manager.
·To provide general administrative support to the Patient Transport Service Managers.
·To provide data reports on annual leave, attendance and overtime as requested.
·Provide administrative support to the PTS Manager and shift managers as requested.
·To receive and respond to enquiries made by telephone and email from
Person specification
Qualifications
Essential criteria
1. A good general level of education
Desirable criteria
2. Knowledge of Excel and Word
Knowledge
Essential criteria
3. Knowledge of administrative procedures, and staff rota’s
Experience
Essential criteria
4. Customer service experience
Desirable criteria
5. Previous experience in administration roles
Skills
Essential criteria
6. Prioritises own workload
7. Keeps to deadlines
8. Effective Communication and interpersonal skills- Able to communicate effectively with a wide range of stakeholders
9. Excellent organisation skills
10. Flexible, responsive approach
Desirable criteria
11. Ability to write basic reports and manage systems of reporting for a variety of users IT skills for analysing and presenting data, including PowerPoint, Word Excel
Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
References: You will be required to provide 3 years of employment/educational history. We do not accept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.
Closing date: In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Shortlisting: You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.
DBS: We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.
______________________________________________________ Disability Advice Line: SWL Recruitment Hub is committed to promoting equity and equal opportunities for individuals with disabilities. We believe that greater diversity and inclusion will lead to an even more positive impact on the people we serve. For support with job opportunities and reasonable adjustments contact our Confidential Disability Advice Line at: Telephone: 02082963786 Text: 07501066267 Email: @. Our confidential answering service is available after 5pm. ______________________________________________________
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
NameBobbie MasonJob titleWorkforce Co-ordinatorEmail addressTelephone number0208 296 3962