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 department to meet objectives working closely with internal and external stakeholders exchanging information which may include dealing with staff, patients or relatives 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., nurses, therapists, and psychologists in relation to booking clinics, typing letters, telephony, clinic preparation, typing agendas and minutes 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
•Represent the Administration department in meetings
Main duties of the job
•Develop effective working relationships with internal and external stakeholders exchange and obtain receive complex, sensitive information.
•When providing front-facing presence in clinic areas and administration office ensuring that GDPR is adhered to in all instances.
•Manage complaints either face to face or via the telephone
•Communicate effectively with a range of skills and abilities at various levels using tact to manage and defuse conflict and mediate in difficult situations
•Ensure all communication with patients, carers and families or staff is always undertaken in a courteous, respectful, and helpful manner and to be sensitive to the needs and their expectations.
Management of diaries, preparing agendas and typing up notes from meetings
•As requested by the Line Manager complete and authorise documentation this may include pay cards or authorisation of expenses etc. Order consumables for the department and monitor project or programme associated budgets highlighting any concerns.
Completing an updating departmental rotas
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
Essential criteria
1. Diploma level qualification Or NVQ Level 3 or equivalent demonstrable level qualification/Experience
2. Working knowledge of filing/data systems including records management
3. Knowledge of administrative and organisational procedures, acquired through training and relevant experiencewybodaeth am weithdrefnau gweinyddol a threfniadol, a gafwyd trwy hyfforddiant a phrofiad perthnasol
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 recordsProfiad o ymdrin â materion cyfrinachol a data sensitif, ac o ran cynnal a chadw a storio cofnodion yn briodol
8. SAdvanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondencegiliau bysellfwrdd uwch gyda'r gallu profedig i gynhyrchu adroddiadau, taenlenni a gohebiaeth
9. Minute taking and recording
10. Experience of working autonomously
Desirable criteria
11. Working in an NHS environment
12. Gwybodaeth ymarferol fanwl o WCCIS neu systemau tebyg
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 desirable