About this role
Job summary
We are seeking a part time Administration Support Manager to lead and coordinate administrative services within the Directorate. Working closely with the Directorate Management Team, you will ensure effective day-to-day operations, support service delivery and help maintain high standards of patient care.
Key responsibilities include supervising the administrative management of junior medical staff, coordinating rotas and ensuring appropriate staffing cover is in place. You will line manage administrative staff, oversee annual leave and sickness absence processes, and ensure policies are applied consistently to maintain a safe and effective service.
You will support the delivery of performance targets, contribute to service improvement initiatives, manage resources effectively and help develop patient-focused pathways that enhance the patient experience.
The successful candidate will be an experienced administrator with strong organisational, leadership and communication skills, able to work independently, use initiative and manage competing priorities within a busy healthcare environment. Previous experience of staff management, rota coordination and operational administration is desirable.
Main duties of the job
Authorised signatory for travel and meeting expenses of staff within own area of responsibility.
Be responsible for dealing with and resolving issues relating to offices, administrative resources, staffing and workload.
Analyse business information and identify possible areas for service improvement.
Facilitate regular specialty meetings, chairing when appropriate, ensuring appropriate administration (i.e. minute taking and booking of room).
Maximise efficiency of clinical activity e.g. outpatient sessions, diagnostic clinics, hot clinics etc. co-ordinating with clinical colleagues and all relevant departments.
In discussion with clinical colleagues, maximise capacity to support delivery of NHS Wales Performance Framework targets.
Where additional hours needed, maximise use of additional duty hours before escalating to agency staff, working to capped rates as far as possible.
Work with the Directorate Management Team to resolve capacity issues, liaising with consultants and other departments.
Provide the day-to-day operational lead with regards to the ongoing delivery of NHS Wales Performance Framework and Local Authority Performance targets monitoring, reporting activity and waiting list information (capacity and demand) on a weekly basis, reviewing and validating data to ensure its accuracy.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
We listen, learn, and improve
We treat everyone with respect
We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description Job responsibilities
This post is advertised as Welsh Desirable. Whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isnt fluency, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means being able to use Welsh in routine workplace situations, such as greeting customers, answering calls, responding to routine enquiries, providing information, arranging appointments and taking messages. Have a look at our Croeso Candidate booklet below for more information. If you have these Welsh language skills, please 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.
Person Specification
Education/Qualifications Essential
Educated to Degree level in relevant subject or equivalent level of skills, knowledge and/or experience of working at this level. Knowledge of administrative procedures and organisational policies
Desirable
Evidence of recent Management qualification Knowledge of NHS Wales Performance Framework targets
Experience Essential
Experience of previous management or supervision of staff
Desirable
Previous experience within NHS Previous experience of dealing with medical staff including managing medical rotas.
Aptitude and Abilities Essential
Excellent organisational and prioritisation skills. Excellent IT skills with ability to use a range of packages Effective written communication skills. Effective communication and presentation skills to all levels of staff. Flexible, open and approachable Effective interpersonal skills with the ability to deal with people, face to face Ability to work as part of a multi-disciplinary team participating in highly complex decisions Ability to problem solve quickly and apply lateral thinking Ability to work under constant pressure in a busy environment Able to analyse complex information and present it in an accessible format, highlighting key issues.
Desirable
Welsh language speaking/listening skills at Level 3 or above Evidence of managing small scale projects
Values Essential
Promote and uphold the values and behaviours of Cwm Taf Morgannwg University Health Board
Other Essential
Able to travelling a timely manner to attend meetings, and carry out the role in other UHB locations
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Cwm Taf Morgannwg University Health Board
Address Mental Health Building
Royal Glamorgan Hospital
Llantrisant
CF72 8XR
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)