Operational Support Administrator

Job overview

We are looking for an organised, proactive and customer-focused Operational Support Administrator to join the Operational Support Team at East Midlands Ambulance Service NHS Trust. This is an excellent opportunity for an experienced administrator who enjoys working in a fast-paced environment and takes pride in delivering a high-quality support service.

The successful candidate will play a key role in supporting the administration of the Trust's fleet and operational support functions, ensuring that records, systems and documentation are maintained accurately and efficiently. Working closely with colleagues across the Trust, Finance teams, suppliers and external stakeholders, you will help ensure that operational support processes run smoothly and effectively. This role requires excellent attention to detail, strong organisational skills and the ability to manage competing priorities whilst maintaining high standards of customer service

Main duties of the job

The Operational Support Administrator will provide comprehensive administrative support to the Operational Support Team, ensuring that information is processed accurately and within required timescales. You will be responsible for maintaining fleet-related records and supporting the administration of vehicle maintenance, compliance and operational processes across the Trust.

Key responsibilities include processing purchase invoices and fleet system transactions, maintaining vehicle records, supporting fuel card administration, producing reports, managing correspondence and acting as the first point of contact for enquiries. The post holder will also assist with insurance claim administration, audit preparation, document management and the creation of accurate management information to support operational decision-making.

You will work collaboratively with a wide range of internal and external stakeholders, ensuring a professional, responsive and customer-focused service is delivered at all times.

Detailed job description and main responsibilities

The Operational Support Administrator will provide effective and efficient administrative support to the Operational Support Team in line with Trust policies and procedures. Responsibilities will include maintaining accurate fleet and vehicle records, processing invoices and financial documentation, administering sales orders and job cards through fleet management systems, and ensuring all information is recorded and maintained to a high standard.

The post holder will maintain statutory vehicle records, support service level agreement administration, manage vehicle taxation records and administer the Trust's fuel card system. They will liaise with Finance colleagues, suppliers and operational teams to resolve queries promptly and ensure accurate financial processing.

The successful candidate will act as the first point of contact for the department, providing a professional service when handling telephone calls, visitors and correspondence. They will prepare meeting minutes, produce and distribute routine and ad hoc reports, and support the gathering and collation of information for audits and performance monitoring activities.

Candidates should have significant administrative experience, strong IT skills, excellent organisational abilities and the confidence to work both independently and as part of a team. The ability to prioritise workload, meet deadlines, communicate effectively and maintain a high level of accuracy is essential. Experience of working within a fleet, transport, automotive or similarly regulated environment would be advantageous