Job summary
- Main area
- Alternative Provision Administrator
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday 0900 - 1700)
- Job ref
- 020-AC064-0625
- Employer
- Welsh Ambulance Service University NHS Trust
- Employer type
- NHS
- Site
- Across Wales - negotiable
- Town
- Swansea
- Salary
- £24,433 - £26,060 per annum
- Salary period
- Yearly
- Closing
- 30/06/2025 23:59
- Interview date
- 07/07/2025
Employer heading
Alternative Provision Administrator
Band 3
Applicants are advised to apply early as we reserve the right to close a vacancy prior to the closing date if a high number of applications have been received. If you are successful and short listed for interview you will be contacted by email using the address with which you registered. Therefore, please ensure you check your email account regularly
All applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English
Gwahoddir ymgeiswyr i wneud cais yn Gymraeg, ni fydd unrhyw gais a gyflwynir drwy gyfrwng y Gymraeg yn cael ei drin yn llai ffafriol na cheisiadau a wneir yn y Saesneg’
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed
Job overview
The post holder will work in the Ambulance Care Alternative Provision Team, which provides additional Non-Emergency Patient Transport procured from a National Transport Framework. The Alternative Resource Team liaise with External Providers, Operational Managers and Health Boards. The Alternative Resource Administrator will support the Team with the procurement of Private Ambulance journeys and shifts requested by the Ambulance Care Operational Teams Pan Wales by placing them on a Procurement Database for bidding. Managing and processing invoices submitted by Private Ambulance Providers for payment will be a significant part of the role. The position will also involve liaising with external Health Boards and organisations regarding repatriation journeys. The post holder will be required to cover the Alternative Resource telephone line and will therefore be the first point of contact for any queries received.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
Be the first point of contact via telephone line for any extra contractual referrals/repatriation journeys and concerns/complaints for logging and escalation.
The post holder will be required to concentrate for long periods of time, engaged in the use of a keyboard to input data where speed and accuracy is of the utmost importance to ensure an effective service delivery.
Liaising in a professional manner with external Health Boards and organisations to arrange repatriation journeys.
Raising invoices to external Health Boards, Organisations and Private Service User
Identifying shortfalls due to same day/next day shift or journey hand backs. Reporting the shortfalls to the Alternative Provision Manager and/or attempting to cover shortfall by resubmitting to the marketplace.
Responsible for monitoring the billing run and Shift Validations/Discrepancies, escalating any discrepancies to the Alternative Provision Manager.
Supporting all Ambulance Care Journey Coordination Centres, Operational Leads and Service Managers during times of change working to overcome problems as they arise.
Working for our organisation
#RemarkablePeople
Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year. Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high quality care, wherever and whenever we’re needed.
The Trust recognises the need for its workforce to represent the diversity of the population it serves across the whole of Wales and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the Trust, and would encourage applications from under-represented groups, including those from Black, Asian and Minority Ethnic communities, LGBTQ+ communities and disability groups.
Careers within the Welsh Ambulance Services University NHS Trust are diverse and varied, with opportunities arising right across the service. Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.
In line with the Trust’s Starting Salary Procedure, all applicants will start at the bottom of the band for the position applied for, but can apply for a higher salary if they have previous experience relevant to the position.
Detailed job description and main responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.
Person specification
Qualifications and Knowledge
Essential criteria
- Educated to Level 3 in a professionally related subject (e.g. Two or more A Levels in English and Math or NVQ 3 in Business Admin etc.), or equivalent level of practical experience.
- PC software user qualification e.g. ECDL or equivalent experience.
- Competent Keyboard Skills.
- Excellent communication skills.
Experience
Essential criteria
- Experience using IT systems and ability to use various Microsoft packages and databases.
- Experience of working in a busy environment.
- Experience of working within an administrative role.
Desirable criteria
- Experience of working within subcontractor/customer service role.
- Experience of NHS working procedures and practices.
- Awareness of Trust policies
Skills and Attributes
Essential criteria
- Good interpersonal, team building and team working skills.
- Ability to work independently and as part of a team.
- Self-motivated and able to work without supervision.
- Able to work flexibly to meet needs of the service.
- Proficient in IT & keyboard skills such as word processing packages, spreadsheets and ability to extract information.
- Able to prioritise work to meet tight deadlines.
- Good planning and organisational skills.
- Proficient in numeracy.
- Logical thinker able to identify priorities and undertake numerous tasks simultaneously.
- Ability to demonstrate excellent communication skills in the effective and efficient allocation of resources throughout Wales.
- Commitment to career development through post proficiency training, personal development plans, portfolio of evidence and personal development reviews.
Desirable criteria
- Welsh Language Skills are desirable levels but not essential for this post.
Other
Essential criteria
- The position may require the post holder to occasionally commute between offices based in Swansea and Carmarthen when required and to work remotely.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Sara Johns
- Job title
- Alternative Resource Manager
- Email address
- [email protected]
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