Administrative Support Action Card

NOMINATED PERSONS / ROLE
To set up the Incident Coordination Centre (ICC)
To provide administrative and clerical support
To collect, collate and display information
To establish and maintain liaison with internal and external services
Having been alerted you now need to consider what actions are needed. Use this Action Card as a checklist.
Step / Record Initial Information Using the METHANE Report Form / Tick When Done
0 / Major Incident Standby/Declared?
Exact Location?
Type of Incident (Hazards present/suspected)?
Hazards Present or Suspected
Access – Safe Routes?
Number – Type and Severity of Casualties?
Emergency Services on Scene/Route?
1 / Agree roles and immediate action with Trust Gold or Silver Commander / Tick When Done
Insert agreed role and immediate actions:
2 / Agree on ICC Location / Tick When Done
Insert confirmed ICC location
3 / Alert relevant staff as instructed – ask them to report to ICC / Tick When Done
Insert Staff names required:
4 / Call out the relevant staff to help with the ICC / Tick When Done
4 / Set up the ICC / Tick When Done
With the Trust Gold and/or Silver Commanders confirm room layout, set out communications system, log sheets, incident status boards.
Layout telephones for team members, including one dedicated incoming line. Use mobile telephones for outgoing calls if necessary. Supply of log books to be available.
Set up incident status boards. Record initial details – incident location, brief statement of situation, names, organisations and contact numbers of responders
Display any relevant maps where necessary
Create a file directory and give it the name of the incident. Use this directory for all the documents relating to the incident.
Test all equipment
Declare the room operational to the Trust Gold and Silver Commanders
5 / Tasks / Tick When Done
Confirm the dedicated telephone numbers for calls to be received / made, dedicated fax line.
Make list of the ICC staff and their telephone numbers (include direct incoming lines and extension numbers)
Refer to a list of internal and external contacts. Add these as they call in or as reported by Trust Silver Commanders
6 / Incoming call taking / Tick When Done
Record caller’s details and time of call on your log book.
Record name, organisation and contact numbers. Check spelling of unfamiliar names with caller. As well as their landline number, ask for their mobile phone and pager numbers
Ask if email contact is possible. Take email details.
Answer queries or divert calls to appropriate person as necessary
8 / Other tasks / Tick When Done
Where requested, provide secretarial support to Trust Gold or Silver Commander
Where requested, arrange telephone and incident briefings
Delegate a colleague to reschedule the appointments and commitments of the Trust Gold Commander
Take photos of any whiteboards before information is wiped off
Provide stationery / materials
9 / Staffing considerations (with Director-on-call/Divisional Manager) / Tick When Done
Consider staffing requirements to allow critical functions to continue
Arrange and maintain rota for the staff in the ICC
Ensure there are catering arrangements and refreshments
Make arrangements for the support of staff in the short or long term
10 / At the end of your shift / Tick When Done
Hand over this action card to your replacement.
Brief the replacement on the current situation, the ICC procedures and on liaison needs.
Attend the debrief