Job overview
Line management arrangements are to be confirmed. This is a key role in supporting the Putting Things Right team, assisting with administrative support encompassing a broad range of activities, including formal reports and data provision.
You would be joining a team who are striving to support the best possible care for our patients whilst supporting colleagues across the organisation too.
The work is varied and interesting with an emphasis on accuracy, adaptability and the ability to prioritise competing workloads.
You will bring experience and professionalism combined with a solution-focused approach.
Main duties of the job
This is a key role to ensure the team has efficient and effective administrative support across our Patient and Family Relations and Patient Safety teams. This will include effective management of a small group of administrative staff whose roles include a public-facing phoneline, correspondence to and from the public and other NHS organisations, complaints handling and internal patient safety governance.
Your work will support the team with accurate record-keeping and effective data management (primarily Datix Cymru) as well as a range of administration tasks which may include keeping action logs from Trust meetings, diary management, coordinating responses and supporting the preparation of monthly/quarterly reports for inclusion in Trust Board and Committee level reports.
The postholder will also support the development and implementation of a range of standing operating procedures within the Putting Things Right team to deliver a high quality service to patients.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Working for our organisation
#RemarkablePeople
Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year. Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high quality care, wherever and whenever we’re needed.
The Trust recognises the need for its workforce to represent the diversity of the population it serves across the whole of Wales and seeks to create an environment where diversity is celebrated and inclusivity matters. We are also keen to break down any barriers into the Trust, and would encourage applications from under-represented groups, including those from Black, Asian and Minority Ethnic communities, LGBTQ+ communities and disability groups.
Careers within the Welsh Ambulance Services University NHS Trust are diverse and varied, with opportunities arising right across the service. Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.
In line with the Trust’s Starting Salary Procedure, all applicants will start at the bottom of the band for the position applied for, but can apply for a higher salary if they have previous experience relevant to the position.
Detailed job description and main responsibilities
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 in Trac.
Person specification
Qualifications and/or Knowledge
Essential criteria
* NVQ level 4 Business Administration (or equivalent knowledge and experience)
* Undertaking data analysis
* Knowledge and experience of Microsoft Office packages (in particular Excel and Word), e- mail and internet and the ability to adapt computing skills to new software as required.
* In depth knowledge of Datix Cymru system modules and report generation.
* Knowledge and training in BI Software application and report generation.
Desirable criteria
* Training Certificate
* Knowledge of project management
Experience
Essential criteria
* Experience of working in an administrative environment, including formal minute taking co-ordinating diaries/rotas and allocating tasks, as well as dealing with complex queries.
* Experience of communicating complex information.
* Understanding of analytical techniques and report development– specifically data and measurement.
* General awareness of the structure, organisation and general policy of the NHS in Wales.
* Experience of managing staff.
Desirable criteria
* Experience of working in a Health Service environment
Aptitude and Abilities
Essential criteria
* Excellent organisational skills and the ability to prioritise workload, meet deadlines and work under pressure.
* Excellent verbal, written and visual communication skills
* Ability to work independently and as part of a team.
* Good understanding of the importance of confidentiality
* Reliable and conscientious.
* Methodical and well organised.
* Excellent time management.
* Confident and able to use own initiative and demonstrate assertiveness
* Able to communicate verbally at all levels.
* Able to assimilate information quickly to think logically
* Ability to make administrative/procedural decisions and judgements
* Excellent organisational skills Able to independently resolve day to day problems. Ability to use own initiative, work alone/unsupervised as well as being a team player.
* Professional manner.
* Able to operate effectively in a changing environment.
* Able to demonstrate the Trust values
Other
Essential criteria
* Able to travel to other sites across Wales
* To be flexible with working hours to accommodate the needs of the service.
* Experienced in all elements of Microsoft Office