Transport Business Administration Co-ordinator

Posting date:	12 December 2025
Salary:	£31,049.00 to £37,796.00 per year
Additional salary information:	£31049.00 - £37796.00 a year
Hours:	Full time
Closing date:	02 January 2026
Location:	Dawlish, EX7 0NR
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9369-25-0329-3

Summary

Please see the attached Job Description and Person Specification which will provide further information on this role. Liaise with a wide range of stakeholders (Trust staff, Devon County Council patient Transport Services, Commissioners, patients and their families). Ensure up to date, relevant information re: performance is provided in a timely manner. Communicate information clearly and considerately at all times. Use motivational and good negotiation skills in meetings as required. Communicate with people effectively at all times. To manage both telephone and face to face contacts effectively. Take minutes of meetings as required (i.e. contract management meetings). Interpret and advise on data and office management functions. Set up and manage effective office management systems to support the transport service delivery. Promote social inclusion regardless of age, ethnicity, gender, sexual orientation or disability. Use IT effectively and appropriately. Work to the Data Protection policy. To liaise with senior managers, contractors, clinicians and commissioners regarding information requirements, Key Performance Indicators, referrals and other appropriate transport information, ensuring it is supplied in an accurate and timely manner and in line with national definitions, policies and procedures. The work is high profile and the post holder will therefore need to demonstrate high-level communication skills using developed persuasive, motivational and negotiation skills to provide and receive sensitive and complex information and data in relation to the directorate, which they will need to compile/share with a wide range of stakeholders. Build and maintain effective and positive working relationships, internal and external to the organisation, to enable the efficient collection of data and information. To chair, attend and participate in meetings. Interpret and apply accurate and timely transport information to managers and services (i.e. sustainability and energy manager, Devon Integrated Transport Board) in a format that is easily understood and relevant to the decision making process. This will involve the receipt of complex and sensitive information to analyse, interpret and present in an appropriate form. Identify and correct the cause for data anomalies and validation errors that occur during the process of analysis. Deal independently with routine business matters in a professional, prompt and effective manner and use own initiative in the absence of Managers to ensure that urgent matters are brought to the attention of the appropriate person. Exercise significant levels of judgement and decision-making in dealing with complex enquiries and deal with difficult and abusive calls from, for example, complainants/people who use our services and carers. Make independent judgement as to what action needs to be taken. Draft replies to correspondence on behalf of the management team, effectively, efficiently and in a timely manner, using initiative, discretion and sensitivity, upholding confidentiality where necessary. Deal appropriately with confidential, commercial, contentious and urgent information, exercising good analytical skills and sound judgement. Undertake complex analysis of performance data and produce monthly performance reports as required. Manage the organisation of key meetings including business meetings and conferences, grievance hearings, inquiries. Attend meetings and appointments as required. Plan and prioritise diaries for Managers where appropriate. Responsible for managing own workload and able to work independently and/or as part of a team (role reports to the Transport Manager). Plan own workload to ensure that weekly, monthly, quarterly and annual tasks are met. Manage delivery of key office management processes. To manage email communication in a timely way. Plan and produce monthly performance reports (balanced score cards) for the Team in a timely fashion. Manage and facilitate site visits such as designation/CQC, acting as a liaison between visitors and the site, ensuring all necessary information/evidence is available. Timely completion of statutory documents on behalf of the management team. Provide general, non-clinical advice, information and guidance to patients, relatives and carers, in relation to transport. To communicate with patients in a courteous, professional and timely manner at all times. Manage all day to day correspondence within the department initiating appropriate responses in order to provide those using the service, staff and other parties with required information in a friendly and professional manner. To receive telephone calls and accept messages on behalf the team and take appropriate action where necessary. To liaise with appropriate personnel in the multidisciplinary team to gather and co-ordinate information so that it is accessible in a timely manner. To contact people as required or instructed. To co-ordinate and lead the service development of reporting systems and methodologies through analysis and interpretation of data to produce management information reports. Oversee and provide assurance of data quality via regular reconciliation and audit processes. Develop report suites to provide timely information for operational and corporate teams using automated techniques where possible. Implement local and Trust policy and procedures. Ensure Business Continuity Plans are in place. Develop local administrative procedures. Lead on review of administration services and changes to administrative policies/procedures. To support work towards and consider recommendations on how the role/department/Trust can reduces its carbon footprint to meet the Net Zero NHS Target in line with the Health & Care Act 2022. Authorise stationery orders and other necessary items for the team via the relevant procurement system. To monitor and maintain use of supplies (fuel, oil, and other vehicle products) and ensure this is done efficiently and cost effectively in line with the needs of the service. Ensure procurement processes are effective and cost saving. Authorised signatory for time sheets, travel claims etc. including petty cash which is around £100.00. Timesheets would be finalise health roster for junior staff before the manager signs off the month. Travel claims would be as per levels set by the system i.e. click travel. Where applicable (as the department expands), Day to Day line management of assigned team of administrators including Monthly supervision Annual appraisal Provide immediate guidance and assistance in problem solving Agree/monitor absences in regard to Annual leave, flexi time, sickness Workload management Act as mentor to new staff in the execution of their duties. Manage access to relevant information from databases/spread sheets to support performance processes. Manage the production of balance scorecards, KPIs, performance reports and ad-hoc reports. Prepare and present reports and a range of complex information in a range of formats. Take, transcribe and distribute formal minutes. Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline. Provide an effective business support service to include; audio/copy typing correspondence, documents, reports, minutes, presentations, flyers, hand-outs. Completion of statutory documents on behalf of the management team. Create, maintain and develop information databases/spread sheets producing queries, reports and macros. Prepare and present a range of complex information, in a range of formats e.g. graphs, charts audio/copy typing correspondence, documents, reports, minutes, presentations, flyers, handouts etc. Take, transcribe and distribute formal minutes. The post holder will be able to design, develop, maintain, document and test new databases and reporting systems in line with management requirements. To co-ordinate and lead the service development of reporting systems and methodologies through analysis and interpretation of data to produce management information reports. Oversee and provide assurance of data quality via regular reconciliation and audit processes. Develop unit specific report suites to provide timely information using automated techniques where possible. Implement local and Trust policy and procedures. Adhere to Trust policies and procedures. Responsible for managing own workload and to work independently or as part of a team. Works autonomously, but can seek advice when necessary/manages a discrete area of work. To undertake training as required maintaining competency /complying with Trust policies. Any other duties which fall within the general scope of the job description and band.