Job summary
The Administrative Officer will be an integral member of the vaccination and immunisation service, while supporting the wider health protection function the post holder will provide a comprehensive and effective administration service within the department, working on their own initiative within standard operating procedures and adhering to accepted policies and procedures of the University Health Board.
Working within the team environment, the Administrative Officer will provide timely and effective clerical support according to the service needs of the team and any other administration to meet service demands. This will include travelling to multiple sites and venues in support of the clinical team when needed.
Main duties of the job
The main duties of the role will include all administrative tasks to assist the vaccination and immunisation services supporting the vaccination to all patients and staff who require a vaccination within the geographical area of Cwm Taf Morgannwg University Health Board (CTMUHB), along with supporting the admin function of the wider Health Protection work.As well as administrative tasks, the post holder will be expected to input data into vaccination databases as required, including the Welsh Immunisation Service (WIS), Service Point on a daily basis and other technology such as Welsh Demographic Service (WDS) on a needs basis, along with any other computer packages used within the wider Health Protection.The post holder will be responsible for actioning vaccination and general Health Protection requests and queries, booking appointments, validating and compilation of existing databases, dealing with general queries from the public, clinical teams and organisations internal and external to CTMUHB e.g. Local Authority, Care Home and Primary Care Representatives.The post holder will undertake a range of duties including data input, validation, typing, using a variety of IT applications, answering the phone and managing calls, maintenance of records systems, dealing with incoming correspondence via telephone and emails.
About us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
Knowledge & Experience
Essential
- Knowledge of clerical and administrative procedures and systems acquired through Vocational Level 3, or possess the skills, knowledge, training and experience to equivalency.
- RSA/OCR III typing qualification or equivalent skills, knowledge and experience.
- Experience in validation work
- Knowledge of office practices and administrative procedures.
- Knowledge of office practices and able to establish new processes.
- Demonstrate a sound knowledge and understanding of confidentiality and data protection.
- Fully conversant with all Microsoft Office software.
- Excellent communication and customer care skills and a good telephone manner.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary. Diplomacy skills when dealing with patients/relatives who may be aggrieved or irate
- Use initiative to resolve problems.
Desirable
- Knowledge and understanding of working with guidelines, policies and procedures.
- Knowledge of the importance of Health & Safety Regulations in the workplace.
- Previous NHS experience
Qualifications & Skills
Essential
- Good standard of education
- Knowledge of office practices and administrative procedures.
- Flexible and ability to cover across CTM
Desirable
- The ability to speak or learn Welsh to a satisfactory level.
- Ability to work to deadlines.
Person Specification
Knowledge & Experience
Essential
- Knowledge of clerical and administrative procedures and systems acquired through Vocational Level 3, or possess the skills, knowledge, training and experience to equivalency.
- RSA/OCR III typing qualification or equivalent skills, knowledge and experience.
- Experience in validation work
- Knowledge of office practices and administrative procedures.
- Knowledge of office practices and able to establish new processes.
- Demonstrate a sound knowledge and understanding of confidentiality and data protection.
- Fully conversant with all Microsoft Office software.
- Excellent communication and customer care skills and a good telephone manner.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary. Diplomacy skills when dealing with patients/relatives who may be aggrieved or irate
- Use initiative to resolve problems.
Desirable
- Knowledge and understanding of working with guidelines, policies and procedures.
- Knowledge of the importance of Health & Safety Regulations in the workplace.
- Previous NHS experience
Qualifications & Skills
Essential
- Good standard of education
- Knowledge of office practices and administrative procedures.
- Flexible and ability to cover across CTM
Desirable
- The ability to speak or learn Welsh to a satisfactory level.
- Ability to work to deadlines.
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).
