About this role
Job summary
The post holder will deal with daily departmental issues and provide senior administrative support to the administration management team. Ensuring appropriate reporting and action is taken and the relevant people informed. The post holder will work under the guidance of the Operational Management team to establish and take responsibility for office systems to ensure that the business of the area is undertaken in an efficient and effective manner. The post-holder is required to manage their day-to-day workload and use their initiative with limited supervision; this requires excellent judgement, organisational ability, communication skills and the ability to cope with working to tight and multiple deadlines.
The post contains a range of duties undertaken within procedural guidelines and work is frequently undertaken at the post holder's own initiative. This role involves frequently dealing with confidential and sensitive information.
The post holder will be responsible for the support and supervision for the Vaccination Assistants, Higher Clerical Officers and Porter/Driver staff employed within the BCUHB Integrated Vaccination Service, assisting with informal sickness absence management, ESR, Care referrals, SitReps. Coordinate communication with colleagues and departments.
Main duties of the job
- Supervise Vaccination Assistants, HCOs and Porter/Driver staff, managing daily operations and communication.
- Create weekly rotas, adjust cover for absences and maintain service levels.
- Manage departmental mailbox and coordinate with colleagues and departments.
- Monitor sickness absence, conduct informal interviews and maintain accurate records.
- Support formal sickness processes and assist with recruitment, induction and training.
- Provide senior administrative support, resolve issues and maintain good team communication.
- Hold staff meetings, manage timesheets and support performance reviews and PDRs.
- Ensure efficient use of resources and adherence to policies.
- Coordinate with pharmacy on vaccine availability and manage stock, waste and distribution in WIS.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
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 Knowledge
Essential
- Good level of education, able to demonstrate English Language and Mathematics to GCSE or equivalent level
- Required to hold NVQ Level 4 Admin/Customer Care or any other level 4 NVQ qualification relevant to the post or equivalent experience
- Knowledge of IM&T systems, or other patient administration systems or experience using databases
- Knowledge of data protection and confidentiality
- Strong IT skills in relation to Microsoft Packages including Excel, Word and Outlook
- Cold chain management training - to be completed upon appointment to post (if required)
- Vaccine handling training - to be completed upon appointment to post (if required)
Desirable
- ILM Team Leading qualification or equivalent qualification or experience
- Knowledge of Hospital administration systems
- Understanding of basic medical terminology
- Qualification in Admin/Customer Care
- Understanding the aims and objectives of the Modernisation Agenda
- Understanding of the reporting structure in terms of supervision where required
Experience
Essential
- Previous office experience
- Previous staff management experience
- Handling of patient information
Desirable
- Previous NHS experience
- Experience of vaccine handling
- Cold-chain management
Skills and Attributes
Essential
- Previous experience of supervising and managing staff
- Able to use electronic information systems
- Accurate VDU and keyboard skills
- Experience using Microsoft Office packages and databases
- Able to record information accurately
- Organisation - ability to manage diaries, set up filing systems, work to strict deadlines and prioritise tasks
- Previous experience of communicating confidential information
- Communicate clearly and sensitively over the telephone, in person and by letter
- Excellent communication skills with all stakeholders
- Able to work independently but also as an effective team player
- Knowledge of patient confidentiality
Desirable
- Previous experience using the hospital WPAS or similar system.
- Experience in managing clinic diaries/appointment schedules
- Previous clerical experience
- Awareness of Patient Confidentiality
- Preparing and developing presentations
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Able to work under own initiative whilst understanding the need to seek advice from seniors as necessary.
- Willing to demonstrate ongoing study both formal and informal to ensure practice and knowledge are up to date.
- Ability to travel between sites in a reasonable timeframe across North Wales as required
- Be prepared to work flexible hours
- Satisfactory Standard DBS clearance including an Adults and Childrens Barred List check
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
Betsi Cadwaladr University Health Board
Address
Plas Gororau
Ellice Way
Wrexham
LL13 7YY
United Kingdom
Employer's website
https://bcuhb.nhs.wales/train-work-live/ (Opens in a new tab)