About this role
Job summary
We are looking for an organised and proactive Office Manager to lead the administrative function of our Occupational Health Service. Working closely with the Head of People Health & Wellbeing Services, you will oversee the delivery of a high-quality administration and clerical service supporting managers and staff across Cardiff and Vale University Health Board and Cwm Taf Morgannwg University Health Board.
The successful candidate will provide day-to-day leadership of the administration team, ensuring the efficient planning, organisation and booking of Occupational Health services. You will play a key role in maintaining effective office operations, supporting service delivery, managing workloads and ensuring a professional and responsive service for stakeholders.
This is an excellent opportunity for someone with strong organisational, communication and leadership skills who can work effectively in a busy environment and contribute to the ongoing development of a collaborative Occupational Health Service.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
The post holder will operate within the collaborative working model which encompasses both Cardiff and Vale UHB and Cwm Taf Morgannwg UHB with a requirement to work across all OH sites where required as well as providing a service to external organisastions as directed.
The post holder will manage their own workload and act as day to day manager for the Occupational Health administration staff as part of the collaborative model. The post holder will undertake all duties with regard to staff management.
The post holder will ensure that the Occupational Health waiting lists are managed efficiently by establishing safe and effective systems of work.
The post holder will identify any shortfalls in capacity and demand and escalate as required, to ensure that the UHB achieve and maintain their waiting list targets in relation to Occupational Health Key Performance Indicators and all other standards.
The post holder will work closely with the Occupational Health Business Support manager in planning/maintaining activity for the Service.
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:
o We listen, learn, and improveo We treat everyone with respecto 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
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 and/or Knowledge Essential
Level 3 Vocational qualification in Business and Administration, or other relevant subject, or possess skills, knowledge and experience to equivalent level. Knowledge of secretarial/administrative procedures and systems. Knowledge of Microsoft Office Word, Excel and Outlook. Knowledge of Occupational Health Policies and Procedures. Knowledge and understanding of all waiting times targets for Occupational Health. Willing to undertake ILM Level 3 Team Leading /Management qualification.
Desirable
Evidence of continued personal development and training.
Experience Essential
Significant previous experience of working within the NHS. Working knowledge of all waiting list Management Guidelines. Extensive experience of waiting list management. Experience of using a booking systems.
Aptitude and Abilities/Skills Essential
Ability to work under pressure and to tight deadlines. Advanced keyboard skills. Able to adapt to regularly changing priorities. Excellent organisational and planning skills. Excellent communication skills.
Desirable
Be able to present data/information.
Personal Qualities Essential
Be able to demonstrate tact and diplomacy. Able to challenge in the right environment. Be able to demonstrate leadership skills. Be able to deal with patients/carers/ relatives in a sympathetic manner. Confident and professional. Be able to use initiative to solve day to day issues. Be able to work well with team members. Be proactive and have positive approach.
Other Essential
May be required to travel to other UHB sites and Cardiff & Vale locations in a timely manner to provide office cover. Able to work hours flexibly.
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 Occupational Health Department, Royal Glamorgan Hospital
Ynysmaerdy
Pontyclun
CF72 8XR
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)