About this role
Job summary
We are seeking a highly organised and proactive Administration Support Manager to provide essential business support to the Directorate. This role is responsible for the day-to-day management of administrative staff, ensuring efficient service delivery and effective prioritisation of workloads.
You will act as the operational lead for the delivery of key performance pathways, including Referral to Treatment (RTT), 26- and 36-week targets. This will involve monitoring, validating and reporting on activity, waiting lists, and capacity and demand on a weekly basis, ensuring data accuracy and timely escalation of issues.
The postholder will oversee staff attendance, recording and monitoring sickness, annual leave and study leave to maintain appropriate staffing levels and support continued clinical activity. You will play a key role in ensuring waiting list targets are met through effective operational management aligned with best practice.
A strong focus on improving patient pathways and enhancing patient experience is essential. This is an excellent opportunity for a motivated individual who thrives in a fast-paced environment and is passionate about service improvement.
This post is fixed term/secondment for 10 months to cover maternity leave. If you are interested in applying for it as a secondment, please obtain permission from your current line manager prior to applying.
Main duties of the job
To be responsible for the recruitment of new administration staff, to include induction, appropriate and relevant training.
To undertake performance reviews, which have an impact on Gateways.
To proactively manage the administration staff, review work methods and systems to ensure the most efficient use of manpower and resources.
To ensure operational policies are in place and communicated, ensuring mandatory and statutory training is received in line with organisational policies.
To periodically provide refresher training to staff on Fire Evacuation and checking procedures.
To investigate incidents and to ensure lessons learned are identified, ensure mechanisms are put in place to prevent recurrence.
Identifying issues that can be shared on a wider basis for organisational learning.
To promote good practice and to ensure that staff are aware of maintaining a high standard of confidentiality at all times.
To be first line contact for both administration and clinical staff, including Consultants and their Teams. Responsible for implementing HR policies, in relation to the reporting and managing of sickness absence. Conducting Back to Work interviews and referrals to other Allied Health professionals if required. Meeting with HR monthly to discuss individual cases.
Communicate sensitive information in relation to sickness management.
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
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-listing and selecting candidates. 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.
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
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 langauge speaking/listening skills at Level 3 or above
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 Princess of Wales Hospital
Coity Road
Bridgend
CF31 1RQ
United Kingdom
Employer's website https://joinctm.wales/ (Opens in a new tab)