Job summary
Hard FM Data Officer post is for 11.25 hours a week based in the Estates department, Withybush General Hospital, Haverfordwest.
Answer calls for the maintenance help desk and enter on to CAFM system ( full training will be provided).
Raise orders as required via the oracle procurement system.
Provide admin support to the Site operations team.
Main duties of the job
The post holder will be required to maintain the CAFM System and to ensure that all calls to the Helpline are processed in accordance with agreed Policies and Procedures. They will also be required to provide a full admin and clerical support service to the Hard FM (Facilities Management) Function.
Responsible for ensuring stationery stock levels are maintained for the Department placing orders via procurement system for stock as required, will raise orders for goods and services via the Procurement system (Oracle), receipting of goods on delivery. Ensuring that items which are to be cross charged are coded appropriately either at point of ordering or payments approved by Operations Manager.
The postholder will also need to have a sound knowledge of a range of software and office procedures, which will be utilised to provide administrative support to the Facilities function.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.
Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.
Two integrated care centres (Aberaeron and Cardigan, Ceredigion).
Community facilities, including:
48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 04/03/2025
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 04/03/2025
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualifications OR Equivalent demonstrable experience in an administrative role
Desirable
- ECDL
- Maths and English GCSE at C grade or above
- RSA level 111 or equivalent and demonstrable administrative experience
- Knowledge of Oracle and CAFM systems
Experience
Essential
- Experience of working in a busy Office environment as part of a team.
- Experience working with spreadsheets and databases.
- Familiar and competent with Microsoft IT Packages especially Word, Excel and Powerpoint.
Desirable
- Experience of working within the NHS.
- Knowledge of Health Board Policies and Procedures.
- Knowledge of Health Board Financial systems and Financial Standing Orders.
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualifications OR Equivalent demonstrable experience in an administrative role
Desirable
- ECDL
- Maths and English GCSE at C grade or above
- RSA level 111 or equivalent and demonstrable administrative experience
- Knowledge of Oracle and CAFM systems
Experience
Essential
- Experience of working in a busy Office environment as part of a team.
- Experience working with spreadsheets and databases.
- Familiar and competent with Microsoft IT Packages especially Word, Excel and Powerpoint.
Desirable
- Experience of working within the NHS.
- Knowledge of Health Board Policies and Procedures.
- Knowledge of Health Board Financial systems and Financial Standing Orders.
Language Skills
Desirable
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).
