Job summary
- Main area
- Health and Safety
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 001-AC107-0625-A
- Employer
- Cardiff and Vale University Health Board
- Employer type
- NHS
- Site
- Woodland House
- Town
- CARDIFF
- Salary
- £26,928 - £29,551 per annum
- Salary period
- Yearly
- Closing
- 30/07/2025 23:59
Employer heading

Health & Safety Team Coordinator
Band 4
WHO WE ARE:
Cardiff and Vale University Health Board is one of the largest Integrated Health Board in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.
Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future. We have challenging times ahead, but we are confident that by tackling these challenges together, we can support people to live healthier lives and reduce the unfair differences in the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the next decade and beyond.
We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:
· We are kind and caring
· We are respectful
· We have trust and integrity
· We take personal responsibility
OUR REGION:
Wales has much to offer with miles of stunning coastline, UNESCO world heritage sites and beautiful countryside. Cardiff, the thriving Welsh capital, has something for everyone. It is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline, as well as charming towns including Penarth and Cowbridge. Those seeking more culture may find themselves drawn to the National Museum, St Fagan’s Museum of Welsh Life or the Millennium Centre, home of the Welsh National Opera. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed
Job overview
Working as part of the Health and Safety Team you will be expected to provide a high quality, comprehensive administrative and clerical service to the Assistant Director of Health, Safety and Fire and wider departmental Team.
The post holder must exercise initiative to organise their own workload within defined deadlines.
The role/duties of the post are outlined below. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the UHB’s values.
Main duties of the job
To assist the different departmental teams such as Training, Fire and
Case management in the drawing of reports from software packages
such as Datix and ESR.
Establish and maintain an effective filing system to ensure the
systems are fit for purpose. Responsibility for management of
stationery and other supplies for the office ensuring that adequate
levels are maintained within the department. Responsible for
ordering equipment/Stationery via Oracle.
To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information.
Working for our organisation
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.
Our mission is “Living Well, Caring Well, Working Together”, and our vision is that every person’s chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.
Detailed job description and main responsibilities
1. To assist the different departmental teams such as Training, Fire and Case management in the drawing of reports from software packages such as Datix and ESR.
2. To arrange meetings and appointments including the co-ordination of dates and diaries, this may also include arranging visits, demonstrations and presentations from outside organisations. This may also include arranging transport e.g. rail travel/flights, accommodation, venues, refreshments, car parking, using the Oracle computer system.
3. To be responsible for collating and preparing all necessary papers and information in readiness for meetings.
4. To be the point of contact for the department based in Woodland House, ensuring all messages are actioned and queries receive an appropriate response in good time. The post holder will also be required to assist visitors to the office.
5. To provide first line response to complainants and other enquiries from staff external stakeholders and members of the public on behalf of the department, ensuring that these are dealt with in an appropriate and timely manner, and confidentiality is maintained at all times.
6. To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate, using Microsoft Word, PowerPoint and Excel, and presented in the appropriate format (e.g. using Cardiff & Vale Board format for Board papers). To draft meeting Agendas where necessary, using information provided by the Departmental Team.
7. To service Clinical Board level meetings i.e. Operational Health and Safety Group Meeting and other meetings as required through the provision of minute taking. The post holder will be responsible for ensuring action points are followed up and actioned accordingly, agenda management and also the appropriate distribution and collation of all relevant documentation for the meeting.
8. To process and action all correspondence received for the department accordingly, organising and ensuring appropriate receipt and distribution as required.
9. Establish and maintain an effective filing system to ensure the systems are fit for purpose. Responsibility for management of stationery and other supplies for the office ensuring that adequate levels are maintained within the department. Responsible for ordering equipment/Stationery via Oracle.
10. Liaison with UHB and Executive Board members, and other Managers within the People and Culture department regarding the administration of meetings, responses to correspondence, email etc ensuring confidentiality is maintained at all times.
11. To act as a central point for collation of information from Clinical Boards and disseminate information as required.
12. The post holder will be responsible for prioritisation of their own workload in discussion with the Assistant Director of Health, Safety and Fire. Ensure own work is prioritised to ensure deadlines are met.
13. Initiate enquiries, verbally or by email as required, on issues relating to queries raised by the Assistant Director of Health, Safety and Fire. Consider and determine actions necessary to facilitate arrangements on their behalf in advance of their commitments, to ensure that their time is managed as effectively and efficiently as possible.
14. To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information.
15. To take a lead on the co-ordination of projects as and when necessary, i.e. Department Workshops.
16. Will participate in the induction of new starters/temp staff as and when required.
17. To comply with all UHB policies, procedures and practices and to be responsible for keeping up to date with any changes.
Person specification
Essential
Essential criteria
- NVQ Level 3 in administration
- Previous experience of providing comprehensive administrative support in a busy office environment.
Desirable criteria
- Experience of liaising with health professionals
Experience
Essential criteria
- Experience of minute taking
- Experience of working with databases/spreadsheets
Desirable criteria
- Previous administrative/coordinator experience
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are not necessary
Documents to download
Further details / informal visits contact
- Name
- Robert Warren
- Job title
- Assistant Director of Health, Safety and Fire
- Email address
- [email protected]
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