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Job summary

Main area
Administration
Grade
Band 3
Contract
Fixed term: 2 years (Contract may be extended indefinitely later in the pilot upon review)
Hours
Part time - 18.75 hours per week
Job ref
001-AC210-0624
Employer
Cardiff and Vale University Health Board
Employer type
NHS
Site
Hafan y Coed, University Hospital Llandough
Town
Penarth
Salary
£23,159 - £24,701 per annum
Salary period
Yearly
Closing
04/07/2024 23:59

Employer heading

Cardiff and Vale University Health Board logo

IPS-PC Administration Officer

Band 3

WHO WE ARE:

Cardiff and Vale University Health Board is one of the largest Integrated Health Board in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health 
and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.


Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic 
objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future. We have challenging times ahead, but we are confident that by tackling these  challenges together, we can support people to live healthier lives and reduce the unfair differences in 
the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the 
next decade and beyond. 

We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:

  • We are kind and caring
  • We are respectful
  • We have trust and integrity
  • We take personal responsibility 

As an organisation we strongly believe that it is vital our leaders exhibit the behaviours and values that we expect from all our staff.

We are a teaching Health Board with close links to the university sector, and together we are training the next generation of healthcare professionals, while working on research that will hopefully unlock the cures for today’s illnesses

Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the  living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until  the annual pay uplift for 2024/25 is confirmed


 

Job overview

This post is fixed term/secondment for 2 years to meet the needs of the service.

Are you looking for an opportunity to support making a positive difference in the lives of people with Mental Health challenges?

If so, this role may be just what you're looking for!

For people with Mental Health challenges getting into paid work is a vital step in their recovery. Evidence shows that working leads to improved Mental Health, so we are looking for a skilled person to join our Individual Placement & Support in Primary Care Service (IPSPC) as an Administrator.

This role will be vital to support the IPSPC service to transform lives, maintaining data collection, speaking to participants, staff and employers- it’s fast paced and relies on accuracy so you need to be resilient, empathetic, & dedicated to helping support a service designed to help people with mental health challenges.

As this is currently a fixed-term project, we are looking for someone who will show this service to be the invaluable resource that we believe it will be, providing accurate data and admin support to evidence that this service should become a part of statutory mental health services.

We welcome people from a range of backgrounds & experiences, particularly those who have lived experience of Mental Health services. We will provide you with all the tools and training you need.

You will be a key part of the service, helping us to develop & shape it to suit the needs of the population.

Main duties of the job

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support. 

Our mission is “Living Well, Caring Well, Working Together”, and our vision is that every person’s chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Detailed job description and main responsibilities

  • To provide a full range of administrative and secretarial services to the Team/Department in support of the effective delivery of services.
  • To support the Manager through the processing and transmitting of patient data using both paper and computerised systems.
  • To attend, record and produce formal minutes of meetings as required.
  • Audio/copy-type clinical letters, medical reports, general correspondence and related clerical work.
  • Set up and co-ordinate meetings/courses for the Team/Department.
  • Prepare necessary papers and information in readiness for attendance at meetings.
  • Prepare statistical information and presentations using different software packages e.g. Word, Excel, Power Point, Outlook.
  • Maintain training records.
  • Assist with the collation of audit data.
  • Co-ordinate bookings of meeting rooms internally and externally.
  • To assist the Team/Department in ensuring that key information is available when required.
  • To receive, open, prioritise and distribute mail.
  • Taking telephone enquiries and dealing with them appropriately. Be aware of the need for sensitivity and confidentiality at all time.
  • Liaising with other departments both internal and external to the Health Board.
  • Use the Oracle system for ordering stationery supplies and other sundries.
  • To maintain accurate filing systems.
  • To record and report sickness as per UHB guidelines.
  • To retrieve and file patient medical records as and when required.
  • The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Manager and will comply with all UHB policies and procedures.

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

Essential criteria
  • NVQ 3 or equivalent qualifications/experience
  • Good standard of general education with a minimum of 4 GCSEs including Maths and English
Desirable criteria
  • Additional word processing/computer qualifications

Experience

Essential criteria
  • Working in an office environment in a secretarial or administrative position.
  • Excellent organisational and communication skills
  • Ability to set up administrative systems
  • Ability to use computerised databases
Desirable criteria
  • Experience of working in the NHS

Special knowledge

Essential criteria
  • Ability to work as part of a team in an extremely busy environment
Desirable criteria
  • Knowledge of Paris computer system
  • Use of Oracle

Employer certification / accreditation badges

Veteran AwareApprenticeships logoAge positiveDisability confident leaderhyderus o ran anableddAccredited Living Wage EmployerDefence Employer Recognition Scheme (ERS) - GoldArmed Forces CovenantDFN Project Search LogoStonewall Top 100 Employers in 2023Stonewall Top 100 Employers in 2023Core principles

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Alison Rayer
Job title
IPS-PC Operational Manager
Email address
[email protected]
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