Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
The post holder will contribute to the coordination and delivery of activities for the Anaesthetic Department to meet objectives working closely with internal and external stakeholders exchanging information which may include dealing with staff, patients or relatives and on a variety of departmental matters and procedures and will be responsible for:
Co-ordinating administrative aspects of projects and Data Quality management, including identifying issues of concern in achieving targets ensuring efficient follow-up arrangements, supporting professional staff e.g. doctors, nurses, therapists, and psychologists in relation to booking clinics, typing letters, telephony, clinic preparation and reception management.
Responsible for efficiently supporting the planning and organising the activities for the department providing a range support ensuring that the monitoring of standards and identification of quality improvement measures assisting with the implementation of change maintaining information systems, setting up new systems and programmes collating information for reporting purposes
Respond to escalated enquiries which may include anxious patients and relatives with cultural or language difficulties or staff from other departments and external contacts/contractors where persuasion or negotiation is required etc
Main duties of the job
Organise and plan workload, diary and commitments including the scheduling of meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order to deliver targets and objectives. Be proactive in managing electronic diary commitments for self and the team to ensure time is used effectively and take all necessary action to ensure that the Service is aware of appointments, changes etc.
Coordinate diaries/appointments for the team to ensure efficient time management including responsible for appropriate staff management and service planning to ensure appropriate administration cover in the instance of staff sickness, annual leave and other staff unavailability (e.g. maternity leave), escalating any risks/concerns to their manager.
Develop effective working relationships with internal and external stakeholders e.g. nursing, medical, allied health professionals and or colleagues etc to exchange and obtain receive complex, sensitive information.
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
Person specification
Qualifications
Essential criteria
1. Diploma level qualification Or NVQ Level 3 or equivalent demonstrable level qualification/Experience
Knowledge
Essential criteria
2. Knowledge of administrative and organisational procedures, acquired through training and relevant experience
Experience
Essential criteria
3. Significant demonstrable proven experience of working in an office in an administrative role
4. Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence
Aptitude & Abilities
Essential criteria
5. Planning and organisational skills, work to deadlines and under pressure and work on own initiative
6. Able to work within a team, good time keeping
7. Willingness to learn and develop skills
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
Welsh language skills are not necessary