Care Services Coordinator (Part time)

Ty Hafan

The closing date is 27 April 2025

Job summary

As a Care Services Coordinator, you will play a key role in supporting the effective organisation of staffing and resourcing across our frontline Care team.

Working closely with the Head of Nursing and Lead Nurses, youll lead on systems and processes that will support smooth workforce planning. This includes completing staff rotas with an adaptable and practical approach, supporting absence management, recruitment, and performance-related activities by scheduling key meetings in a timely and efficient manner.

You will also oversee the management of clinical stock, ensuring essential supplies are monitored and necessary to support the delivery of safe and effective care.

The role is part time, 30 hours per week.

Our new enhanced benefits package include

Holiday entitlement of 30 days (rising to 32 days with service) plus Bank Holidays (pro-rata to working hours)
The ability to continue an existing NHS pension or to enrol in our Group Personal Pension Scheme with an employer contribution of 5%
Investment in your professional development with allocated time for training opportunities.
Life assurance (death in service benefit)
Employee assistance program
Unlimited access to a 24/7 online GP
Healthcare Cash Plan
Employee complementary therapy and yoga sessions offered regularly.
Cycle to work scheme, discounted gym membership and shopping discounts
Subsidised meals, prepared daily by our dedicated catering team
Free on-site secured parking.

Main duties of the job

Were looking for a personable and approachable individual with a positive, team-focused attitude and the ability to work in a fast-paced clinical environment.

Youll bring substantial experience in healthcare administration, with a good understanding of medical terminology and the ability to work independently while remaining solution focused. Youll have excellent communication skills and be able build relationships with colleagues across all levels of the organisation.

With good knowledge of data protection and safeguarding procedures and policies, you will be confident handling complex clinical information and experienced in using clinical systems. Additionally, youll also have knowledge of completing and amending healthcare staff rotas and have advanced IT skills, particularly across Microsoft Office 365.

About us

Ty Hafan ambition is that when a child's life will be short, no family should have to live it on their own. Sadly, we know that thousands of families in Wales are struggling alone through fear, exhaustion and uncertainty that comes with caring for a child whose life will be short. We believe that no family should have to live this on their own and we are determined to walk alongside every family through life, death and beyond.

We are experts at caring for children with life-shortening conditions and our services support families in our hospice, in community settings, local hospitals and in families' homes. We understand that needs of each child and their family are unique, and we know that caring for a child with life-shortening condition is often extremely demanding. Our aim is to make sure that no one is doing this alone. Our colleagues, volunteers and supporter are crucial in the delivery of our ambition - we know that everyone plays a huge part in making sure that no family faces their child's short life alone.

Our VisionA Wales where every child with a life-shortening condition lives a fulfilling life, supported with the compassion and specialist care they and their family need.

Our PurposeNo family should have to face the unimaginable loss of their child alone. With children and families at the heart, of all we do, at end of life, through bereavement and beyond.

Our ValuesDemonstrating compassion, Providing excellent service, Working together and Taking ownership.

Date posted

16 April 2025

Pay scheme

Other

Salary

£20,419.20 to £22,408 a year FTE £25,524 to £28,010

Contract

Permanent

Working pattern

Part-time

Reference number

B0274-982

Job locations

Ty Hafan

Hayes Road

Sully

Penarth

South Glamorgan

CF64 5XX

Job description

Job responsibilities

Support the Head of Nursing and Lead Nurses by

Operational Duties

Support the Lead Nurses in ensuring the timely completion and dissemination of the care team rotas, ensuring the appropriate skill mix is considered and maintained to always underpin the delivery of safe and effective care.

Ensure rotas are published a minimum of 6-8 weeks in advance, with all rota change requests updated promptly, enabling the staff to maintain the best possible work-life balance.

Support in the administration and reporting of staff sickness and annual leave, ensuring information is communicated and documented appropriately.

Develop effective working relationships with the care team including bank staff and support the sourcing of cover for vacant or cancelled shifts at short notice.

Identify and inform the Lead nurses of any foreseen risks such as potential shortage of care staff or poor skill mix on the rota to support decision making, enabling them to ensure high standards of care can be delivered.

Facilitate all shift swap requests, ensuring continuous safe staffing levels and an even balance of staff across all shifts.

Ensure staff are booked in return-to-work and welfare meetings with the Lead Nurses following any period of absence.

Support the Lead Nurses by ensuring the timely booking of staff Performance and Development Reviews -PADR, midway reviews and 1 to 1 sessions, maintaining records of completion, and liaising with People Services to ensure evidence of completion is submitted in a timely manner.

Report compliance statistics for staff reviews to the Head of Nursing

Implement and oversee processes for reviewing, managing and ordering all clinical stock, ensuring in-date clinical supplies are maintained and easily accessible.

Provide oversight of the care stock budget, ensuring each purchase made is both necessary, timely and cost effective, liaising with The Director of Nursing and Clinical Services and the Finance team for the budgeting and purchasing of high cost equipment and stock.

Liaise with the Lead Nurses and HR to support the recruitment of new staff, confirming timely shortlisting of applicants for interview; arranging interviews with the appropriate colleagues; and supporting the preparation for, and ensuring the documentation of, all interviews.

Respond to concerns or complaints in a solution focused manner, ensuring response timescales are well managed, and liaising with the Head of Clinical Governance and Service Improvements to identify appropriate course of action.

In the absence of the Administration Manager, provide administrative PA support to the Director of Nursing and Clinical services, and the Director of Family Wellbeing and Outreach Services.

Identify and highlight areas for improvement and development within the care team, devising operational plans in partnership with the multidisciplinary team to help overcome any issues, and ensure continuous quality improvement.

Partake in regular updates and training in relation to the ICT packages used at Ty Hafan, including attending updates on The Care Database, RADAR and T100 to be able to provide expert knowledge and support to the care team with any enquiries and difficulties they may encounter.

Personal & Professional Development

Undertake relevant learning, training and development appropriate to your role to support professional development and maintain the necessary skills and competencies to meet the requirements of the role.

Contribute effectively to the Performance Development Review process and 1 to 1s.

Share knowledge and skills and provide training to colleagues when required.

Help promote a culture of volunteering at Ty Hafan, supporting volunteers and engaging in volunteering opportunities where possible.

Health, Safety and Wellbeing

Ensure knowledge and understanding of safeguarding measures and procedures, ensuing these are always implemented.

Take reasonable care for the health and safety of yourself and others who may be affected by their actions at work.

Abide by the reporting processes for incident and accident reporting and support investigation into RADAR reportable events.

Equality & Diversity

Understand, promote, and ensure adherence to the charitys equal opportunities policy.

Act as a role model for the organisation, respecting colleagues and evidencing diversity and inclusion.

Confidentiality and Data Protection -GDPR

Understand and adhere to Ty Hafans data protection policies and procedures and relevant legislation.

Any other duties appropriate with the level of responsibility of this role for which the job holder has the necessary experience and/or training to complete