Job summary
- Main area
- Admin and clerical
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 110-AC256-0624
- Employer
- Cwm Taf Morgannwg University Health Board
- Employer type
- NHS
- Site
- Ynysmeurig House
- Town
- Abercynon
- Salary
- £23,159 - £24,701 Per annum
- Salary period
- Yearly
- Closing
- 14/07/2024 23:59
Employer heading
Administrative Officer
NHS AfC: Band 3
We provide healthcare services to people living in Bridgend, Merthyr Tydfil and Rhondda Cynon Taf county borough areas, serving a population of around 450,000. We are ideally situated between Wales’s capital city, Porthcawl to the west, and the stunning scenery in the Brecon Beacons.
Our vision is to care for our communities and patients by preventing ill-health, promoting better health, providing excellent services and reducing the need for inpatient care wherever possible through the provision of strengthened home, primary and community care.
We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity and marriage and civil partnership.
Cwm Taf Morgannwg is a Living Wage Employer.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
All applicants are invited to apply in Welsh or English, and no preference will be given to applications submitted in either language.
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
The Administrative Officer will be an integral member of the vaccination and immunisation service, while supporting the wider health protection function the post holder will provide a comprehensive and effective administration service within the department, working on their own initiative within standard operating procedures and adhering to accepted policies and procedures of the University Health Board.
Working within the team environment, the Administrative Officer will provide timely and effective clerical support according to the service needs of the team and any other administration to meet service demands. This will include travelling to multiple sites and venues in support of the clinical team when needed.
Main duties of the job
The main duties of the role will include all administrative tasks to assist the vaccination and immunisation services supporting the vaccination to all patients and staff who require a vaccination within the geographical area of Cwm Taf Morgannwg University Health Board (CTMUHB), along with supporting the admin function of the wider Health Protection work.
As well as administrative tasks, the post holder will be expected to input data into vaccination databases as required, including the Welsh Immunisation Service (WIS), Service Point on a daily basis and other technology such as Welsh Demographic Service (WDS) on a needs basis, along with any other computer packages used within the wider Health Protection.
The post holder will be responsible for actioning vaccination and general Health Protection requests and queries, booking appointments, validating and compilation of existing databases, dealing with general queries from the public, clinical teams and organisations internal and external to CTMUHB e.g. Local Authority, Care Home and Primary Care Representatives.
The post holder will undertake a range of duties including data input, validation, typing, using a variety of IT applications, answering the phone and managing calls, maintenance of records systems, dealing with incoming correspondence via telephone and emails.
Working for our organisation
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Detailed job description and main responsibilities
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
The main duties of the role will include all administrative tasks to assist the vaccination and immunisation services supporting the vaccination to all patients and staff who require a vaccination within the geographical area of Cwm Taf Morgannwg University Health Board (CTMUHB), along with supporting the admin function of the wider Health Protection work.
As well as administrative tasks, the post holder will be expected to input data into vaccination databases as required, including the Welsh Immunisation Service (WIS), Service Point on a daily basis and other technology such as Welsh Demographic Service (WDS) on a needs basis, along with any other computer packages used within the wider Health Protection.
The post holder will be responsible for actioning vaccination and general Health Protection requests and queries, booking appointments, validating and compilation of existing databases, dealing with general queries from the public, clinical teams and organisations internal and external to CTMUHB e.g. Local Authority, Care Home and Primary Care Representatives.
The post holder will undertake a range of duties including data input, validation, typing, using a variety of IT applications, answering the phone and managing calls, maintenance of records systems, dealing with incoming correspondence via telephone and emails.
Person specification
English
Essential criteria
- Knowledge of clerical and administrative procedures and systems acquired through Vocational Level 3, or possess the skills, knowledge, training and experience to equivalency.
- RSA/OCR III typing qualification or equivalent skills, knowledge and experience.
- Experience in validation work
- Knowledge of office practices and administrative procedures.
- Knowledge of office practices and able to establish new processes.
- Demonstrate a sound knowledge and understanding of confidentiality and data protection.
- Fully conversant with all Microsoft Office software.
- Excellent communication and customer care skills and a good telephone manner.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary. Diplomacy skills when dealing with patients/relatives who may be aggrieved or irate
- Use initiative to resolve problems.
Desirable criteria
- Knowledge and understanding of working with guidelines, policies and procedures.
- Knowledge of the importance of Health & Safety Regulations in the workplace.
- Previous NHS experience
English
Essential criteria
- Good standard of education
- Knowledge of clerical and administrative procedures and systems acquired through Vocational Level 3, or possess the skills, knowledge, training and experience to equivalency.
- Knowledge of office practices and administrative procedures.
- Demonstrate a sound knowledge and understanding of confidentiality and data protection.
- Fully conversant with all Microsoft Office software.
- Excellent communication and customer care skills and a good telephone manner. Good organisational and time management skills.
- Flexible and ability to cover across CTM
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary. Diplomacy skills when dealing with patients/relatives who may be aggrieved or irate
Desirable criteria
- Knowledge and understanding of working with guidelines, policies and procedures.
- Knowledge of the importance of Health & Safety Regulations in the workplace.
- The ability to speak or learn Welsh to a satisfactory level.
- Ability to work to deadlines.
- Previous NHS experience.
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 not necessary
Documents to download
Further details / informal visits contact
- Name
- Claire Thomas
- Job title
- Senior Manager
- Email address
- [email protected]
- Telephone number
- 07889379013
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