Job summary
- Main area
- Medicine - Respiratory
- Grade
- Band 3
- Contract
- 9 months (Fixed Term 1st September 2025 - 31st May 2026 due to maternity cover)
- Hours
- Part time - 15 hours per week (Monday - Wednesday 9am-2pm (Subject to discussion))
- Job ref
- 130-AC088-0625
- Employer
- Swansea Bay University Health Board
- Employer type
- NHS
- Site
- Morriston Hospital
- Town
- Swansea
- Salary
- £24,433 - £26,060 per annum pro rata
- Salary period
- Yearly
- Closing
- 10/06/2025 23:59
Employer heading
Support Officer
Band 3
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
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.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
THIS POST IS FIXED TERM/SECONDMENT FOR 9 MONTHS DUE TO MATERNITY COVER.
(15 hours per week over 3 days a week).
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.
The post holder will work within departmental procedures to provide administrative support to the Service Manager and the Service Support Manager.
The RTT (Referral to Treatment Time), FUNB (Follow Up Not Booked) and Cancer aspect of the post will be working with the management team to manage and validate the waiting lists, in line with Health Board targets across both Morriston, Singleton and Neath Port Talbot Hospital sites. This post will primarily be working for the Respiratory Department however cross cover will also be needed for the other Medical Specialties including Gastroenterology, COTE, Stroke, Acute Medicine, Neurology & Diabetes/Endocrine. The post holder will be required to operate and update the PAS system (WPAS) and other clinical systems and to understand the transactions within the system in order that performance targets can be reported and maintained.
This role would be ideal for those who would like to gain experience of working within an operational team setting. The post holder will be the first point of contact for the Service Group management team regarding RTT, FUNB and Cancer waiting list issues and therefore excellent communication skills are essential.
Main duties of the job
The post holder will work within departmental procedures to provide administrative support to Service Manager/Medical Support Manager. The post holder will have a split role supporting RTT/Cancer and the Medical Staffing agenda within the Medicine Service Group.
The RTT role will be to support the capture of outcomes in both the out-patient setting and the Consultant Office. The post holder will be required to operate and update the PAS system in the Medicine Service Group and to understand the transactions within the system in order that the RTT measurement can be reported. In addition, the post holder will work in the Out-patient setting with clerical, clinical and nursing staff and with Medical Secretaries to ensure that accurate outcome capture is achieved.
The medical staffing role will include the management of vacant slots on the rota, processing annual leave and study leave and keeping an overview of the smooth running of the Medicine rotas.
The post holder will be the first point of contact for the directorate management team regarding RTT pathway management and Cancer RTT issues and Medical Staffing queries.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
To validate WPAS information and update the WPAS system to ensure RTT can be measured as determined by the Service Manager. This may require some analysis of facts and statistics.
To provide and receive routine information relating to Referral to Treatment time measurement and pathways, using tact and diplomacy where necessary.
To provide and receive updates in relation to Cancer RTT targets.
To request medical records where appropriate to support the validation of referral to treatment time information in the PAS system.
To respond to telephone queries regarding referral to treatment time information, data collection and medical staffing issues.
To plan and organise straight forward activities. They will also be responsible for scheduling ongoing meetings and assist the relevant manager with any presentation work as required.
To liaise with Directorate Management teams and medical secretaries to ensure that the WPAS system reflects the patient pathway.
To develop an operational understanding of Referral to Treatment time processes and share information on an informal basis with clerical colleagues, out-patient clerks and medical secretaries. This will include using judgements in situations which will require analysis prior to communicating any information.
Follows policies and protocols for their own work area in relation to Medical Staffing / RTT and in particular validation and updating clinic outcomes/consultant office decisions.
The post holder will frequently be required to use concentration while validating/checking documents and dealing with rota management issues etc.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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 on Trac.
Person specification
Qualifications
Essential criteria
- Good educational background – minimum of 5 passes at O/GCSE or equivalent qualification
- Specialist IT skills ideally on hospital WPAS Systems.
- Educated to diploma level or equivalent experience and/or training
Desirable criteria
- Proof of appropriate continued professional development
Experience
Essential criteria
- Experience of working in an administrative/office environment
- Experience of working in an NHS environment
Desirable criteria
- Experience of working with the NHS WPAS system
Skills
Essential criteria
- Good organizational skills including the need to prioritise on a daily basis
- Ability to work to meet deadlines
- Good computer/keyboard skills
Knowledge
Essential criteria
- Familiar and competent with Microsoft IT packages, including Word and Excel
- Knowledge of administrative procedures in a healthcare environment
Desirable criteria
- Knowledge of local Patient Services booking processes
Personal Attributes
Essential criteria
- Highly motivated
- Good communication skills
- Adaptable and Flexible
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Stacey Price
- Job title
- Service Support Manager
- Email address
- [email protected]
- Telephone number
- 01792 986929
List jobs with Swansea Bay University Health Board in Administrative Services or all sectors