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Job summary

Main area
Health Records
Grade
Band 3
Contract
12 months (12 months Fixed Term from start date)
Hours
  • Full time
  • Flexible working
37.5 hours per week (Rota pattern - Weekdays and Weekends required)
Job ref
001-AC145-0725
Employer
Cardiff and Vale University Health Board
Employer type
NHS
Site
University Hospital Cardiff + University Hospital Llandough
Town
Cardiff
Salary
£25,313 - £26,999 per annum
Salary period
Yearly
Closing
22/07/2025 23:59

Employer heading

NHS

Admin Coordinator/ Receptionist

Band 3

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.

The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable. 


 

Job overview

An exciting opportunity has arisen in our Planned Care team for 12months Fix Term, to assist with a range of administrative duties across  University Hospital Llandough (UHL) and University Hospital Wales (UHW). 

The successful applicant will be the first point of contact for patients (and staff) to ensure they are seen for their first outpatients appointment within a timely manner.  Providing comprehensive administrative support to the outpatient department. This primarily entails all aspects of administration,  overseeing the preparation and delivery of daily activity.  

 

This is a fixed term 12 month post to cover the needs of the service

Main duties of the job

Take calls from patients wishing to book and rearrange hospital appointments in a call centre based environment.

 

To provide an efficient and effective clerical and administration support to the UHW/UHL outpatient centres in accordance with UHW/UHL NHS Trust policies and procedures. 

 
 

To act as a first point of contact for communication for the outpatient team, including responding to queries in an efficient and timely manner and escalating to staff to respond as appropriate. 

To provide an accurate and efficient administration service to the department, through the provision of the following: incoming/outgoing telephone calls, digital chat, emails, and ActionPoint service lo, PMS, WAP.

To utilise SharePoint and database systems to create and run reports to respond to organisational requests and need, including maintenance and update existing excel spreadsheets, databases and where appropriate, create new databases and spreadsheets for reporting purposes. To produce reports as directed. (Patient Tracking Lists - PTL)

 

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

 

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

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.

Please note, this work will be on a rotational basis, working weekdays and weekends. Flexibility is essential for this role.

Person specification

Education

Essential criteria
  • Good general education
Desirable criteria
  • IT qualification
  • Customer service NVQ

Experience

Essential criteria
  • Call centre experience
  • Customer Service experience
Desirable criteria
  • Health Records/NHS experience
  • General background in office procedures

Skills

Essential criteria
  • Keyboard skills
  • Good communication skills
  • Working practice of GDPR
Desirable criteria
  • Previous experience of liaising with health professionals

Personal Qualities

Essential criteria
  • Able to work in a team and on own initative
  • Flexible and responsive to change.
  • Friendly and courteous
Desirable criteria
  • Enthusiastic

Other

Essential criteria
  • Ability to speak Welsh

Employer certification / accreditation badges

Veteran AwareApprenticeships logoAge positiveDisability confident leaderhyderus o ran anableddAccredited Living Wage EmployerDefence Employer Recognition Scheme (ERS) - GoldArmed Forces CovenantDFN Project Search LogoStonewall Top 100 Employers in 2023Stonewall Top 100 Employers in 2023Core principles

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 desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Laura Mott
Job title
Programme Manager
Email address
[email protected]
Additional information

For more information or to arrange an informal visit, please contact Laura Mott; [email protected]

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