About this role
Job summary
The purpose of the job is to provide administrative support to the Health, Safety & Fire Team. This includes responding to enquiries, maintaining accurate records and databases, supporting training administration, and contributing to Datix and staff-safety processes.
The role requires confident use of organisational systems (e.g., ESR and Datix) and effective co-ordination with advisors and trainers to meet deadlines and compliance requirements. The post holder will also act as a key holder and be responsible for the day-to-day running of the Health & Safety Training Centre.
Main duties of the job
The main purposes of the role are:
To be the point of contact and undertake reception duties at the Health & Safety Training Centre, Tonteg. Responsibilities include the day-to-day management of the facility, such as opening and closing the building, reporting defects to Estates, carrying out daily fire checks, ordering stationery, and setting up meeting rooms with tables, chairs, and IT equipment.
To review incident reports on the Datix Incident Reporting database and provide administrative support for incident management. This includes attaching relevant documents, running reports, providing statistics when required, and sending letters to injured persons as part of the incident management process.
To provide administrative support for trainers by ensuring training is accurately recorded on the ESR system, booking rooms, co-ordinating nominations, contacting trainees when necessary, informing managers of non-attendance, liaising with departments to arrange specific training sessions, and maintaining training records. Set up and run training reports as required, including reports relating to directorate, departmental, or staff group compliance statistics.
To support the management of staff safety alerts (Violent Warning Markers) by updating WPAS, WCP and FACE, maintaining accurate safety-alert databases, and preparing information for monthly review meetings with the Personal Safety Advisor and Case Manager.
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 improve
o We treat everyone with respect
o 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
For full details of the role and responsibilities, please refer to the attached Job Description and Person Specification.
Welsh Skills Desirable:This post is advertised as Welsh Desirable. This doesnt mean essential;whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listingand selectingcandidates.This isnt fluency, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see Welsh Language Guidance in the documents right at the bottom.
Person Specification
Knowledge and Experience Essential
Business Administration Level 3 or equivalent experience. Good standard of general education. Evidence of maintaining Continuing Professional Development (CPD). Experience of working in an office or administrative environment. Experience of collecting, recording and maintaining data accurately. Experience of using databases and electronic office management systems. Experience of dealing with patients, service users, the general public or providing customer care. Demonstrated commitment to providing a high-quality service and attention to detail.
Desirable
Basic knowledge of health & safety / risk management and related legislation and guidance. IOSH Working Safely in Healthcare (or willingness to work towards). Previous experience working within the NHS. Experience of minute taking or producing formal meeting notes. Experience of using specific organisational systems such as Datix, ESR, WPAS, WCP or FACE.
Skills Essential
Proficient user of Microsoft Word, Excel, Outlook and PowerPoint Accurate and efficient computer processing skills. Excellent communication skills, written and verbal, with the ability to communicate effectively at all levels. Ability to organise, prioritise and manage workload; work methodically; meet deadlines. Ability to work effectively as part of a team and independently using own initiative. Welsh language skills in Speaking/Listening at Level 3 or above
Desirable
Familiarity with organisational systems (Datix, ESR, WPAS, WCP, FACE).
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 Health & Safety Training Centre, Tonteg Hospital
Church Road
Tonteg
CF38 1HE
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)