Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD.
An exciting opportunity has arisen to join the Acute Oncology Service (AOS) at Swansea Bay University Health Board in a key administrative role supporting patients with cancer.
You will provide high‑quality administrative and secretarial support to the Acute Oncology and Malignancy of Unknown Origin (MUO) services, working closely with site‑specific Cancer Multi‑Disciplinary Teams across the Health Board. The role is central to ensuring effective coordination across departments and directorates, supporting a seamless pathway for patients requiring Acute Oncology input.
Key responsibilities include collating, recording and submitting cancer data locally and nationally; maintaining data quality standards; undertaking regular data input and audits; and resolving clinical data inconsistencies on specialist information systems. You will also provide secretarial support to AOS/MUO Consultants, including clinic processing and digital dictation.
The post holder will work with a high degree of autonomy, handling confidential clinical information and supporting the wider Cancer Services team. You will be expected to quickly develop advanced knowledge of clinical coding, oncology information systems and information processes.
This is an excellent opportunity for an organised, proactive administrator who wishes to develop specialist skills and contribute directly to high‑quality cancer care.
Main duties of the job
Coordinate Acute Oncology admissions and referrals to ensure patients receive timely clinical review, working closely with Clinical Nurse Specialists, the clinical lead and site‑specific MDTs.
Act as the central point of contact for AOS/MUO referrals and queries (email, phone, face‑to‑face and triage line), prioritising work, distributing correspondence and escalating pathway delays in line with policy.
Collect, validate and accurately input confidential clinical data into relevant systems, maintaining high data quality and correcting inconsistencies.
Request and collate essential documentation (case notes, radiology/pathology reports and results) to support effective clinical decision‑making and smooth team functioning.
Attend weekly MUO MDT, record outcomes in line with system requirements, and maintain MUO roll‑call lists, tracking and clinic diaries.
Produce information to support audit, peer review and service development (including Macmillan/departmental audits), contributing to patient experience measures and improvement action plans.
Organise AOS meetings and video conferencing, take minutes/action logs, support SOP development, service projects and the induction of new administrative staff—always working within confidentiality, Caldicott and Data Protection requirements.
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
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh
Person specification
Qualifications and Knowledge
Essential criteria
1. Diploma level qualification Or NVQ Level 3 or equivalent demonstrable level qualification/Experience plus Literacy and Numeracy At L2 Advanced Keyboard Skills (e.g. RSA level III)
2. Working knowledge of filing/data systems including records management
3. Knowledge of administrative and organisational procedures, acquired through training and relevant experience
4. Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
Desirable criteria
5. Audio typing
Experience
Essential criteria
6. Significant demonstrable proven experience of working in an office in an administrative role
7. Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
8. Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence
9. Minute taking and recording
10. Experience of working autonomously
Desirable criteria
11. Working in an NHS environment
12. Detailed working knowledge of WCCIS or similar systems
13. Experience of analysing and interpreting data e.g. to identify trends to inform remedial action
14. Supervisory experience
Aptitudes and Responsibilities
Essential criteria
15. Adhere to and can demonstrate SBU Values & Behaviours
16. Planning and organisational skills, work to deadlines and under pressure and work on own initiative
17. Able to work within a team, good time keeping
18. Willingness to learn and develop skills
Desirable criteria
19. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other Essential Criteria
Essential criteria
20. Ability to travel within geographical area.
21. Able to work hours flexibly.
22. Satisfactory Standard/Enhanced DBS clearance including an Adults and Childrens Barred List check if required
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
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 not necessary