Job summary
- Main area
- Primary Care
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday)
- Job ref
- 040-AC247-1025
- Employer
- Aneurin Bevan University Health Board
- Employer type
- NHS
- Site
- Ty Gwent
- Town
- Cwmbran
- Salary
- £25,313 - £26,999 per annum
- Salary period
- Yearly
- Closing
- 03/11/2025 23:59
Employer heading
Operational Support and Delivery Officer
NHS AfC: Band 3
We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.
Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments OR SUPPORT needed. If you need any documents in a larger font or a different format (such as braille) please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3 OR EMAIL [email protected]
If you are successful at interview for this post you will receive your conditional offer of appointment and information pack via email.
We reserve the right to close this vacancy at any time. Therefore we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Aneurin Bevan University Health Board support flexible working.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process
Job overview
As a member of the Vaccination team, the post holder will provide efficient, effective and confidential administrative and telephony support for the
planning, scheduling, and delivery of vaccination programmes aimed at preventing or controlling the spread of infectious diseases.
The post holder will be expected to work flexibly in order to ensure the smooth running of the responsible departments.
English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
Plan and coordinate domiciliary vaccination appointments geographically based on scheduling demands and staff capacity.
• Support the Planning and Delivery Manager by ensuring all patients appointments in a vaccination centre are processed in accordance with the internal and national targets
• To work flexibly and to seek advice, when necessary, but will be responsible for managing their own work area.
• Raise issues outside of designated control to Line Manager or relevant Senior Manager.
• Communicate complex and sensitive information in a simple and easy to understand manner using tact and diplomacy.
• Use a range of communication skills to develop effective relationships with managers, teams and colleagues, facilitating effective and timely
communication using persuasive, reassuring, empathetic skills in verbal and written interactions.
• Make and receive telephone calls, using initiative and judgement when handling enquiries, taking appropriate action and provide feedback as
necessary; ensuring that messages are relayed and action is taken.
• To monitor and review the admin email inboxes and action tasks as appropriate.
• To deal effectively with clinicians’ queries regarding patient appointments.
• Plan and coordinate domiciliary vaccination visits ensuring logistical factors are considered to maximise vaccinating hours/time
Working for our organisation
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Detailed job description and main responsibilities
Plan and coordinate domiciliary vaccination appointments geographically based on scheduling demands and staff capacity.
• Support the Planning and Delivery Manager by ensuring all patients appointments in a vaccination centre are processed in accordance with the
internal and national targets
• Ensure the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating
ongoing activity to ensure targets are met.
• To work flexibly and to seek advice, when necessary, but will be responsible for managing their own work area.
• Raise issues outside of designated control to Line Manager or relevant Senior Manager.
• Provide administrative support to the maintenance of divisional databases and regular reports as required.
• Arrange meetings, prepare papers and correspondence for designated Senior Manager.
• Communicate complex and sensitive information in a simple and easy to understand manner using tact and diplomacy.
CAJE REF 2024/0153
APPROVED 17/05/2024
• Use a range of communication skills to develop effective relationships with managers, teams and colleagues, facilitating effective and timely
communication using persuasive, reassuring, empathetic skills in verbal and written interactions.
• Make and receive telephone calls, using initiative and judgement when handling enquiries, taking appropriate action and provide feedback as
necessary; ensuring that messages are relayed and action is taken.
• Process incoming and outgoing mail and ensure prompt action by relevant mangers.
• Provide administrative support in relation to maintaining stock control, IT, invoices and other orders, ensuring compliance with financial standards
and use of correct financial codes.
• Maintain an efficient and effective filing system, both personally and across the shared drive.
• To monitor and review the admin email inboxes and action tasks as appropriate.
• To deal effectively with clinicians’ queries regarding patient appointments.
• Collect, correlate, and analyse necessary data, ensuring information is recorded and presented accurately and disseminated appropriately.
• Plan and coordinate domiciliary vaccination visits ensuring logistical factors are considered to maximise vaccinating hours/time
• Maintain concentration whilst undertaking intense pieces of work, despite having to respond to frequent interruptions and unforeseen events.
• Support the Team in the planning and organisation of team meetings.
• Ensure provision and maintenance of suitable audio, visual, electronic equipment, reporting faults as necessary.
• Manages own workload, works to defined departmental and ABUHB policies and procedures.
• To work within the Governance and Health and Safety Standards of the Directorate and Organisation.
• Support new or less experienced employees through demonstration of own activities.
• May be required to undertake staff surveys, as necessary to own work.
Person specification
Qualifications
Essential criteria
- 5 GCSE's at Grade C or above including Mathematics and English
- Competent in the use of Office 365 packages including excel, word, outlook, Teams and SharePoint
- Knowledge of administrative procedures and systems
Desirable criteria
- Knowledge of The Vaccination Programme and / or working within a Primary Care setting
- Understanding of the Welsh Immunisation System
- Understanding of NHS Systems
Skills and Attributes
Essential criteria
- Ability to prioritise and manage own workload
- Good communication skills both written and oral
- High regard of confidentiality and ability to apply a sensitive nature
- Able to work well independently and in a team
Desirable criteria
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Experience
Essential criteria
- Experience of working in an administration role within an office environment
Desirable criteria
- Previous experience of project support and the administration of planning and managing projects and/or programmes with successful delivery
Employer certification / accreditation badges
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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
Further details / informal visits contact
- Name
- Will Davidson
- Job title
- Planning and Delivery Manager
- Email address
- [email protected]
- Additional information
Callum Ford - [email protected]
Katie Kirkham-Jones - [email protected]
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