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, 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. 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.
Responsibilities
* Organise and co-ordinate meetings, take minutes, input staffing data onto relevant systems, collate figures for reports and disseminate information to internal and external contacts.
* Communicate and liaise with a wide range of internal and external stakeholders; work to deadlines and ensure compliance with Welsh Blood.
* Make and receive phone calls and communications that may be complex or sensitive, using initiative and judgment; take action and provide feedback to relay messages and drive action.
* Organise the electronic diary for visits and training, resolving conflicting commitments using knowledge of current issues.
* Ensure effective communication between departments and provide information and advice in a timely manner.
* Liaise with the Welsh Blood Service facilities and stores teams to coordinate and enable deliveries across the South Wales sites.
* Communicate with operational managers and collection team supervisors on a daily basis.
* Liaise with QA Labs and IT regarding GMP critical equipment.
* Liaise with the Transport Department to resolve queries and issues as they arise.
* Manage and maintain local administrative systems, ensuring information is securely stored, filed and retrievable in line with information governance guidelines.
* Act as a point of contact for liaison with IT regarding replacement/ repairs for team equipment.
* Act as a point of contact with external organisations for calibration and servicing of GMP critical collections equipment.
* Act as a point of contact for contracts with external organisations.
* Support service policies as a key part of the South Wales site operations, including acting as the facilities, transport and stores link for South Wales.
* Plan and organise own workload efficiently, prioritise tasks, and respond flexibly to the needs of the service. Will be required to travel independently between the South Wales bases.
Qualifications and Requirements
* The post holder must be able to plan and organise their own workload efficiently, prioritise work, and respond to changing needs. Flexibility to travel between South Wales bases is required.
* English and/or Welsh speakers are equally welcome to apply.
About Velindre University NHS Trust
We are proud of the specialist services we provide across Wales in our Velindre Cancer Centre and Welsh Blood Service, as well as our corporate functions that support these divisions. We host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnerships with these services. Velindre University NHS Trust is formed to support and improve patient and donor care.
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