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Job summary

Main area
Urgent Primary Care
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week (Office hours)
Job ref
001-AC229-0522
Employer
Cardiff and Vale University Health Board
Employer type
NHS
Site
Cardiff Royal Infirmary
Town
Cardiff
Salary
Dependant on experience
Closing
29/05/2022 23:59
Interview date
09/06/2022

Employer heading

Cardiff and Vale University Health Board logo

Office Administrative Manager

Band 4

WHO WE ARE:

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 14,000 staff, providing over 100 specialist services.   Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 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 “Caring for People, Keeping People Well”, 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.

We are a teaching Health Board with close links to the university sector, together we are training the next generation of healthcare professionals, while working on research that will unlock the cures for today’s illnesses.

OUR REGION:

Cardiff, the thriving Welsh capital has something for everyone. At its heart sits Cardiff Castle with 2000 years of history. Nearby stands the Principality Stadium, home of the Welsh Rugby Union and host to International sporting events. Cardiff also boasts a variety of theatres and live music venues. Furthermore, there’s Cardiff Bay with a range of new apartments, bars and restaurants.

The Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline, including the famed Glamorgan Heritage Coast. Cowbridge, Penarth and Llantwit Major are some of the charming neighbouring towns.

Those seeking more culture may find themselves drawn to the National Museum, St Fagans 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.


 

Job overview

  • The post holder will provide comprehensive administrative support to the CAV 24/7 Team, providing and receiving complex and/ sensitive information.
  • This will involve high level administrative responsibilities and knowledge ensuring robust effective systems of work are in place.
  • To line manage non-clinical operational team members with support from the current coordinator team.
  • Liaising with information services to ensure viability and effectiveness of clinical database systems. Including exchanging sensitive and confidential information with senior management, patients and staff on a variety of departmental policies, procedures and matters.

 

Main duties of the job

The post holder will be responsible for:

  • Communicating with a wide range of professional staff, patients, relatives/carers, stakeholders, utilising tact and diplomacy both internal and external to the UHB.
  • Meeting administration service requirements efficiently and effectively
  • Maintaining and improving one or more departmental information systems
  • Supervising Band 2 or 3 administrative staff within the department, including completing appraisals. Motivating staff to achieve objectives.

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

Working for our organisation

CAV 24/7 is an evolving service supporting GP OOH, phone first access to EU department and management of the Emergency Dental Service.  Due to restructuring of the service this is a new post within the the administrative structure and will sit with the service management and service co-ordinator team at CRI

Detailed job description and main responsibilities

  • management of office administration
  • line management of non-clinical staff
  • To work autonomously to manage own workload and fulfil departmental requirements in a timely manner.
  • Be able to analyse information in order to problem solve for staff, clients and carers.
  • Working to maintain and improve one or more departmental information systems
  • To work with patients/carers and colleagues from diverse cultural and ethnic groups
  • Be able to work with the CAV 24/7 Managers to facilitate the best outcome for patients.
  • Display the health board values on a daily basis; reflecting the service’s vision through interactions with service users.
  •  

Person specification

Qualifications

Essential criteria
  • educated to GCSE level or above
  • NVQ level 4 or equivalent
  • ECDL in computer skills or equivalent

Experience

Essential criteria
  • previous office / secretarial experience
  • experience of working in a patient focused environment
  • experience of working in a team
  • experience of working with the public
  • Experience of using IT - including microsoft word, microsoft 365, windows and excel
Desirable criteria
  • previous NHS experience
  • line management experience

Skills

Essential criteria
  • good communication skills
  • excellent interpersonal skills
  • good organisational skills
  • flexible approach to the service and ability to adapt to changing priorities

specialist knowledge

Essential criteria
  • GDPR 2018
  • experience of problem solving
  • IG and knowledge of NHS data definitions

Employer certification / accreditation badges

Armed Forces CovenantStonewall Top 100 EmployerApprenticeships logoMindful employer.  Being positive about mental health.Age positiveDisability confident employerCore principlesDefence Employer Recognition Scheme (ERS) - SilverStonewall Hyrwyddwr Amrywiaeth Diversity Champion

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Danielle James
Job title
Senior Operational Manager
Email address
danielle.James3@wales.nhs.uk
Telephone number
02920 345702
Additional information

Anthony.goodwin2@wales.nhs.uk - Operational Manager

Kristie.antoniou@wales.nhs.uk  - Deputy Operational Manager

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