Job summary
The Operations Support Assistant will provide comprehensive administrative support to the South Wales Operational Management team. This will include the organisation and co-ordination of meetings, minute taking, and inputting staffing data onto relevant systems, collating figures and information for use in reports and coordinating and disseminating information to a range of internal and external contacts. The post holder is required to communicate and liaise with a wide range of internal and external stakeholders and produce work to deadlines whilst ensuring compliance with Welsh BloodService policies. This is a key supporting role in the effective running of the South Wales sites, whichincludes acting as the facilities, transport and stores link for South Wales as part of the core duties.The post holder must be able to plan and organise their own workload efficiently using initiative andhave the ability to prioritise work and to respond appropriately. The post holder will be expected toadopt a flexible approach when the needs of the service and will be required to travel independentlybetween the South Wales bases.
This post is fixed term/secondment for 12 months to meet the needs of the service.
If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
Main duties of the job
Make and receive phone calls and communications, which may be complex or sensitive,using initiative and judgment when handling enquiries. Take action and provide feedback asappropriate, ensuring that messages are relayed and action taken.Organises the electronic diary for visits and training, using knowledge and judgment of currentissues to resolve conflicting commitments.Ensures effective communication between departments and provides information and advicein a timely mannerLiaises with the Welsh Blood Service facilities and stores teams to ensure effectivecoordination and enablement of deliveries across the South Wales sites.Communicates with operational managers and collection team supervisors on a daily basisLiaises with other departments i.e. QA Labs and IT in relation to GMP critical equipmentLiaises with the Transport Department to resolve queries and issues as they occurManages and maintains local administrative systems, ensuring that information isappropriately and securely stored, filed and retrievable whilst adhering to informationgovernance guidelines to protect personal information.Point of contact for liaison with IT in the management of replacement / repairs for teamequipmentPoint of contact with external organisations for calibration and servicing of GMP criticalcollections equipmentPoint of contact for contracts with external organisations
About us
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and ouraward-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Visit our website to find out more https://velindre.nhs.wales/
Job description
Job 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.
Job description
Job 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
- NVQ level 3 in Business and Administration or equivalent experience.
- Good standard of education together with a high level of numeracy, written and spoken English
Desirable
- ECDL qualification or equivalent experience
Experience
Essential
- Demonstrable experience in an administrative role
- Experience of communicating with all levels of professional staff and the general public
- Experience of dealing with confidential, sensitive data, appropriate records maintenance and storage.
- Experience of minute taking and diary management.
- Working experience of Microsoft Office Suite
- Previous experience of working in a busy office environment.
Desirable
- Experience of working people at all levels.
- Administering local systems, e.g. DATIX, ESR, Blood Establishment Computer System.
- Working in an NHS environment
Aptitude and Abilities
Essential
- Good communication, written and numeracy skills.
- Ability to work on own initiative and manage own workload
- Able to coordinate diaries
- Advanced keyboard skills
- Good written and verbal communication skills
- Good organisational skills
- Ability to use initiative.
- Ability to time manage, prioritise and organise own workload.
- Demonstrates the ability to promote and foster good working relationships within a team.
- Problem solving skills.
- Advanced keyboard/ IT skills.
Desirable
- Ability to speak Welsh Knowledge of working in a healthcare environment.
Person Specification
Qualifications and/or knowledge
Essential
- NVQ level 3 in Business and Administration or equivalent experience.
- Good standard of education together with a high level of numeracy, written and spoken English
Desirable
- ECDL qualification or equivalent experience
Experience
Essential
- Demonstrable experience in an administrative role
- Experience of communicating with all levels of professional staff and the general public
- Experience of dealing with confidential, sensitive data, appropriate records maintenance and storage.
- Experience of minute taking and diary management.
- Working experience of Microsoft Office Suite
- Previous experience of working in a busy office environment.
Desirable
- Experience of working people at all levels.
- Administering local systems, e.g. DATIX, ESR, Blood Establishment Computer System.
- Working in an NHS environment
Aptitude and Abilities
Essential
- Good communication, written and numeracy skills.
- Ability to work on own initiative and manage own workload
- Able to coordinate diaries
- Advanced keyboard skills
- Good written and verbal communication skills
- Good organisational skills
- Ability to use initiative.
- Ability to time manage, prioritise and organise own workload.
- Demonstrates the ability to promote and foster good working relationships within a team.
- Problem solving skills.
- Advanced keyboard/ IT skills.
Desirable
- Ability to speak Welsh Knowledge of working in a healthcare environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
