Job summary
This is an exciting opportunity to join our Peri-Operative Care Team who provide support for all our Theatre suites in University Hospital of Wales. We are looking for suitable candidates to compliment our existing workforce.
The Administrative team has an integral role in the department and is responsible for supporting Clinical Leaders & Assistant Service Managers, reporting maintenance requests and supporting on basic administrative duties. The successful candidate must have an approachable and polite manner and have the ability to deal with customers at all levels both within the organisation and with external parties.
The successful candidate will require the ability to work well as a team player but also have the ability to work alone and use initiative. You will need to have excellent interpersonal and communication skills alongside good computer skills.
Confidentiality, accuracy and quality customer service are core principles in this role as we strive to provide a first class, patient focused service.
Hours of work will be 37.5 hours per week, in line with the service needs.
If you meet this criteria,have proven organisational skills and enjoy working as part of a team then we want to hear from you.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
Overseeing Rosterpro for the staff in main theatres. Inputting all annual leave, overtime and sickness.
Overseeing overtime worked in other theatre departments is re-deployed correctly and entered on the cross charge spread sheet
Overseeing Inputting of Bank staff onto Rosterpro
Enrolling all new staff for main theatres and CHfW, and other areas in Peri-Operative care
Complete all termination/retirement forms for the staff in the area. Ensuring any changes forms are completed and sent to appropriate new managers, along with the personnel and sickness files.
Inform Rosterpro of all terminations and staff changes.
Maintain the excel spreadsheet of all private patients and waiting list initiatives carried out in main theatres ensuring information inputted is correct.
Complete the main theatres sickness spreadsheet and book. Inform payroll and HR when staff returns to work.
Work well under own initiative as well as part of a team on a day to day basis carrying out all duties to a high standard.
Must at all times respect the confidentiality of all electronically stored information and written data, particularly when it relates to the patients.
Participation in the annual departmental stock take as and when required.
Support Theatre reception as necessary
Carry out any other duties commensurate with the grade
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.
Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.
Job description
Job responsibilities
1. Overseeing Rosterpro for the staff in main theatres. Inputting all annual leave, overtime and sickness. Informing the clinical leaders when correct and ready for verification
2. Overseeing overtime worked in other theatre departments is re-deployed correctly and entered on the cross charge spread sheet, inform the relevant departments so they can verify in a timely manner.
3. Overseeing Inputting of Bank staff onto Rosterpro and check the correct reference numbers are used.
4. Ensure pay returns are done on a weekly basis for the TSC and admin staff including overtime.
5. Ensure Cardiac team call shifts are inputted correctly and informing payroll monthly.
6. Dealing with pay queries
7. Enrolling all new staff for main theatres and CHfW, and other areas in Peri-Operative care in the absence of colleagues.
8. Complete all termination/retirement forms for the staff in the area. Ensuring any changes forms are completed and sent to appropriate new managers, along with the personnel and sickness files.
9. Inform Rosterpro of all terminations and staff changes.
10. Maintain the excel spreadsheet of all private patients and waiting list initiatives carried out in main theatres ensuring information inputted is correct.
11. Ensure all departmental filing is carried out correctly, keeping both personnel and sickness files up to date.
12. Complete the main theatres sickness spreadsheet and book. Inform payroll and HR when staff returns to work.
13. Complete the spreadsheet for all lockers in the main theatre suite, maintain the waiting list for lockers. Ensuring that when someone leaves the locker is emptied and the key is collected. Ensuring all lockers are fit for purpose before handing a key on.
14. Ability to use both Oracle for ordering the stock and PMS for checking/completing theatre lists.
15. Work well under own initiative as well as part of a team on a day to day basis carrying out all duties to a high standard.
16. Must at all times respect the confidentiality of all electronically stored information and written data, particularly when it relates to the patients.
17. Participation in the annual departmental stock take as and when required.
18. Ability to recognise and respond to the needs of others during times of distress or emotional circumstances, for both colleagues and visitors to the area.
19. Cover the main theatre/CHfW reception desks in the absence of colleagues. Ability to deal quickly with any emergency situation that should arise.
20. To carry out photocopying and filing for the department as and when required.
21. To carry out any other duties commensurate with the grade as requested by the Theatre Manager, Assistant Service Manager, Clinical Leaders and other senior members of the team.
Job description
Job responsibilities
1. Overseeing Rosterpro for the staff in main theatres. Inputting all annual leave, overtime and sickness. Informing the clinical leaders when correct and ready for verification
2. Overseeing overtime worked in other theatre departments is re-deployed correctly and entered on the cross charge spread sheet, inform the relevant departments so they can verify in a timely manner.
3. Overseeing Inputting of Bank staff onto Rosterpro and check the correct reference numbers are used.
4. Ensure pay returns are done on a weekly basis for the TSC and admin staff including overtime.
5. Ensure Cardiac team call shifts are inputted correctly and informing payroll monthly.
6. Dealing with pay queries
7. Enrolling all new staff for main theatres and CHfW, and other areas in Peri-Operative care in the absence of colleagues.
8. Complete all termination/retirement forms for the staff in the area. Ensuring any changes forms are completed and sent to appropriate new managers, along with the personnel and sickness files.
9. Inform Rosterpro of all terminations and staff changes.
10. Maintain the excel spreadsheet of all private patients and waiting list initiatives carried out in main theatres ensuring information inputted is correct.
11. Ensure all departmental filing is carried out correctly, keeping both personnel and sickness files up to date.
12. Complete the main theatres sickness spreadsheet and book. Inform payroll and HR when staff returns to work.
13. Complete the spreadsheet for all lockers in the main theatre suite, maintain the waiting list for lockers. Ensuring that when someone leaves the locker is emptied and the key is collected. Ensuring all lockers are fit for purpose before handing a key on.
14. Ability to use both Oracle for ordering the stock and PMS for checking/completing theatre lists.
15. Work well under own initiative as well as part of a team on a day to day basis carrying out all duties to a high standard.
16. Must at all times respect the confidentiality of all electronically stored information and written data, particularly when it relates to the patients.
17. Participation in the annual departmental stock take as and when required.
18. Ability to recognise and respond to the needs of others during times of distress or emotional circumstances, for both colleagues and visitors to the area.
19. Cover the main theatre/CHfW reception desks in the absence of colleagues. Ability to deal quickly with any emergency situation that should arise.
20. To carry out photocopying and filing for the department as and when required.
21. To carry out any other duties commensurate with the grade as requested by the Theatre Manager, Assistant Service Manager, Clinical Leaders and other senior members of the team.
Person Specification
English
Essential
- Relative Experience
- Computer Skills
Desirable
- Knowledge of Trust Policy & Procedures
- Other Experience
English
Essential
- Relative Experience
- Computer Skills
Desirable
- Knowledge of Trust Policy & Procedures
- Other Experience
Person Specification
English
Essential
- Relative Experience
- Computer Skills
Desirable
- Knowledge of Trust Policy & Procedures
- Other Experience
English
Essential
- Relative Experience
- Computer Skills
Desirable
- Knowledge of Trust Policy & Procedures
- Other Experience
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Employer details
Employer name
Cardiff and Vale University Health Board
Address
University Hospital of Wales
University Hospital of Wales, Heath, Cardiff, CF14 4XW
Cardiff
CF14 4XW
Employer's website
https://cavuhb.nhs.wales/ (Opens in a new tab)
