Job overview

The Operations Support Assistant will provide comprehensive administrative support to the South Wales Operational Management team. This will include the organisation and co-ordination of meetings, minute taking, and inputting staffing data onto relevant systems, collating figures and information for use in reports and coordinating and disseminating information to a range of internal and external contacts. The post holder is required to communicate and liaise with a wide range of internal and external stakeholders and produce work to deadlines whilst ensuring compliance with Welsh Blood

Service policies. This is a key supporting role in the effective running of the South Wales sites, which includes acting as the facilities, transport and stores link for South Wales as part of the core duties.
The post holder must be able to plan and organise their own workload efficiently using initiative and have the ability to prioritise work and to respond appropriately. The post holder will be expected to adopt a flexible approach when the needs of the service and will be required to travel independently between the South Wales bases.

THIS POST IS FIXED TERM/SECONDMENT FOR UPTO 31 WEEKS  DUE TO MEET THE NEEDS OF THE SERVICE

 If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post. PLEASE NOTE Applicants will need to get permission from their line manager before submitting their interest.

Main duties of the job

Make and receive phone calls and communications, which may be complex or sensitive, using initiative and judgment when handling enquiries. Take action and provide feedback as appropriate, ensuring that messages are relayed and action taken.
Organises the electronic diary for visits and training, using knowledge and judgment of current issues to resolve conflicting commitments.

Ensures effective communication between departments and provides information and advice in a timely manner
 Liaises with the Welsh Blood Service facilities and stores teams to ensure effective coordination and enablement of deliveries across the South Wales sites.
Communicates with operational managers and collection team supervisors on a daily basis
 Liaises with other departments i.e. QA Labs and IT in relation to GMP critical equipment
Liaises with the Transport Department to resolve queries and issues as they occur
 Manages and maintains local administrative systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.
Point of contact for liaison with IT in the management of replacement / repairs for team equipment
Point of contact with external organisations for calibration and servicing of GMP critical collections equipment
Point of contact for contracts with external organisations

Working for our organisation

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services. 

Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.

Visit our website to find out more https://velindre.nhs.wales/