Job summary
The post holder will be required to manage administrative functions within the services including the line management of all Administrative support staff in UHW Immunology & NETs service.
The post holder priorities his/her own workload, including long-term tasks in support of the Immunology & NETs Administrative Service. Required to work without immediate referral to the Service Manager, expected to use own initiative and to problem solve.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
Line management of staff performing Administrative functions within the service Responsibility for the standards of work of all A&C staff and ensuring compliance with relevant Departmental and UHW policies. Review performance and sickness levels, conduct personal development review and deal with any grievances/disciplinary issues.
Advise the Service Manager on development of the administrative function and interrelationship with clinical work, liaising with clinical staff where appropriate. In particular, identify measures to release clinical staff time.
Undertake audits/surveys of the support service. Identify, initiate and implement improvements to administrative functions within the service. Take a strategic view of the effects of service development on administrative staff resources. Advise the Service Manager as appropriate.
Collate, produce and present statistical departmental information on a monthly basis and within agreed deadlines using appropriate IT skills for national, UHW and local service performance measures - including waiting times. Liaising with senior staff and colleagues external to Immunology & NETs.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.
Our mission is "Caring for People, Keeping People Well",and our vision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.
Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
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
Essential
- Good standard of education
- RSA Stage 3 typewriting/word processing or equivalent experience
- Educated to degree level with or relevant experience
Desirable
- AMSPAR
- Evidence of recent management skills development
- NVQ Level 3 in Business Administration
Experience
Essential
- Previous Administrative Management within a health care setting.
- Experience of responsibility for aspects of administration of team duties (staff attendance, supervision, VBA)
- Knowledge of Microsoft Office
- Previous experience of a busy administrative environment
- Experience of working with sensitive clinical information and following confidentiality rules and policies
Desirable
- Experience of HR processes and recruitment
- Experience of managing difficult situations
- Experience of budget management
Skills
Essential
- Familiarity with word processing, spreadsheet and database software
- Excellent communication, interpersonal, and organisational skills
- Good organisational skills
- Good keyboard skills
- Problem-solving skills and good use of judgement
- Ability to encompass the role of Manager of Administration Team using independent judgement and analytical skills and have an in-depth understanding of the procedures and practices.
- Ability to work under pressure and to tight deadlines.
- Ability to attend meetings and experience of minute taking.
- Excellent independent judgement and analytical skills.
- Ability to work under pressure and to tight deadlines.
Desirable
- Ability to take accurate and concise meeting minutes
- Confident in all aspects of office and management practices
SPECIAL KNOWLEDGE
Essential
- Understanding of confidentiality issues
- Knowledge and understanding of administrative procedures
- Knowledge of word processing, spreadsheet and presentation packages
Desirable
- Knowledge of health board systems
Personal Qualities
Essential
- Confident manner
- Able to communicate effectively with all people
- Able to work to deadlines and pay attention to detail
- Able to prioritise and manage own workload
- Ability to maintain confidentiality
- Flexible approach to the needs of service.
- Ability to work in a team
- Ability to work efficiently and accurately
- Enthusiastic and reliable
- Friendly, good communicator
Desirable
- Ability to work reliably and accurately to deadlines
- Willingness to learn
- Ability to communicate in Welsh
Person Specification
Qualifications
Essential
- Good standard of education
- RSA Stage 3 typewriting/word processing or equivalent experience
- Educated to degree level with or relevant experience
Desirable
- AMSPAR
- Evidence of recent management skills development
- NVQ Level 3 in Business Administration
Experience
Essential
- Previous Administrative Management within a health care setting.
- Experience of responsibility for aspects of administration of team duties (staff attendance, supervision, VBA)
- Knowledge of Microsoft Office
- Previous experience of a busy administrative environment
- Experience of working with sensitive clinical information and following confidentiality rules and policies
Desirable
- Experience of HR processes and recruitment
- Experience of managing difficult situations
- Experience of budget management
Skills
Essential
- Familiarity with word processing, spreadsheet and database software
- Excellent communication, interpersonal, and organisational skills
- Good organisational skills
- Good keyboard skills
- Problem-solving skills and good use of judgement
- Ability to encompass the role of Manager of Administration Team using independent judgement and analytical skills and have an in-depth understanding of the procedures and practices.
- Ability to work under pressure and to tight deadlines.
- Ability to attend meetings and experience of minute taking.
- Excellent independent judgement and analytical skills.
- Ability to work under pressure and to tight deadlines.
Desirable
- Ability to take accurate and concise meeting minutes
- Confident in all aspects of office and management practices
SPECIAL KNOWLEDGE
Essential
- Understanding of confidentiality issues
- Knowledge and understanding of administrative procedures
- Knowledge of word processing, spreadsheet and presentation packages
Desirable
- Knowledge of health board systems
Personal Qualities
Essential
- Confident manner
- Able to communicate effectively with all people
- Able to work to deadlines and pay attention to detail
- Able to prioritise and manage own workload
- Ability to maintain confidentiality
- Flexible approach to the needs of service.
- Ability to work in a team
- Ability to work efficiently and accurately
- Enthusiastic and reliable
- Friendly, good communicator
Desirable
- Ability to work reliably and accurately to deadlines
- Willingness to learn
- Ability to communicate in Welsh
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).
