Job summary
To provide business support to the Directorate, to manage the day to day running of the administrative staff and to prioritise own workload.
To provide the day to day operational lead with regards to ongoing delivery of Referral to Treatment, 26 and 36 week pathways, monitoring and reporting activity and waiting list information (capacity and demand) on a weekly basis, reviewing and validating data to ensure its accuracy.
To record and monitor administrative and clinical staff sickness, annual and study leave, to ensure adequate cover at all levels to maintain clinical activity.
To provide direct day-to-day operational support in the delivery of all waiting list targets. Ensuring effective day to day operational management in accordance with best practice.
To support the development of patient focused pathway with key emphasis on improved patient experience.
Ordering via Oracle, as required, obtaining quotes and receipting orders once received.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see 'Welsh Language Guidance' in the documents right at the bottom.
Main duties of the job
To be responsible for the recruitment of new administration staff, to include induction, appropriate and relevant training.
To undertake performance reviews, which have an impact on Gateways.
To proactively manage the administration staff, review work methods and systems to ensure the most efficient use of manpower and resources.
To ensure operational policies are in place and communicated, ensuring mandatory and statutory training is received in line with organisational policies.
To periodically provide refresher training to staff on Fire Evacuation and checking procedures.
To investigate incidents and to ensure lessons learned are identified, ensure mechanisms are put in place to prevent recurrence.
Identifying issues that can be shared on a wider basis for organisational learning.
To promote good practice and to ensure that staff are aware of maintaining a high standard of confidentiality at all times.
To be first line contact for both administration and clinical staff, including Consultants and their Teams. Responsible for implementing HR policies, in relation to the reporting and managing of sickness absence. Conducting Back to Work interviews and referrals to other Allied Health professionals if required. Meeting with HR monthly to discuss individual cases.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
Propose changes to services and practices, beyond own area when remedial action is required, usually as a result of an incident.
To devise Fire procedures for specific areas and submit for approval by the Fire safety Officer. To ensure documentation is updated following staff relocation.
To enforce necessary Fire Safety checking procedures with administrative staff.
To communicate any service changes to administrative staff. To manage aspects of Health & Safety and to work within appropriate processes to comply with statutory legislation.
Authorised signatory for travelling expenses and paycards.
Manages budget for Clinicians study allowance.
Contributes to the delivery of expenditure by negotiating cost effective securing of locum doctors.
Completing and recording of additional clinician payments on systems.
Ordering and replenishing of stock for administrative staff.
Day to day management of administration staff including Secretaries in Ophthalmology, delegating workload as appropriate.
To apply Human Resource policies in relation to the management of administration staff i.e. sickness management, dignity at work, disciplinary & capability policies. Manage conflict between administrative staff, up to and including formal stage.
Undertake risk assessments and Display Screen Equipment assessments.
To manage clinical staff sickness, monitoring, reporting and conducting return to work interviews.
To contribute to the training and development of administrative staff.
Job description
Job responsibilities
Propose changes to services and practices, beyond own area when remedial action is required, usually as a result of an incident.
To devise Fire procedures for specific areas and submit for approval by the Fire safety Officer. To ensure documentation is updated following staff relocation.
To enforce necessary Fire Safety checking procedures with administrative staff.
To communicate any service changes to administrative staff. To manage aspects of Health & Safety and to work within appropriate processes to comply with statutory legislation.
Authorised signatory for travelling expenses and paycards.
Manages budget for Clinicians study allowance.
Contributes to the delivery of expenditure by negotiating cost effective securing of locum doctors.
Completing and recording of additional clinician payments on systems.
Ordering and replenishing of stock for administrative staff.
Day to day management of administration staff including Secretaries in Ophthalmology, delegating workload as appropriate.
To apply Human Resource policies in relation to the management of administration staff i.e. sickness management, dignity at work, disciplinary & capability policies. Manage conflict between administrative staff, up to and including formal stage.
Undertake risk assessments and Display Screen Equipment assessments.
To manage clinical staff sickness, monitoring, reporting and conducting return to work interviews.
To contribute to the training and development of administrative staff.
Person Specification
Qualifications and/or Knowledge
Essential
- Educated to degree level or relevant equivalent experience of managing staff within an organisation, particularly in the NHS.
Desirable
- Knowledge of NHS policies and procedures
Experience
Essential
- Experience of managing staff
Desirable
- Development and implementation of policies and procedures
Aptitude and Abilities
Essential
- Excellent communication skills. Able to think laterally, prioritise effectively.
- Have ability to analyse and make complex judgements. Planning, organisation and management.
Desirable
- Welsh Language Skills (Level 3 and above/B1) are Desirable for this Role.
Values
Essential
- Excellent time management skills.
- Highly motivated and able to work on own initiative.
Person Specification
Qualifications and/or Knowledge
Essential
- Educated to degree level or relevant equivalent experience of managing staff within an organisation, particularly in the NHS.
Desirable
- Knowledge of NHS policies and procedures
Experience
Essential
- Experience of managing staff
Desirable
- Development and implementation of policies and procedures
Aptitude and Abilities
Essential
- Excellent communication skills. Able to think laterally, prioritise effectively.
- Have ability to analyse and make complex judgements. Planning, organisation and management.
Desirable
- Welsh Language Skills (Level 3 and above/B1) are Desirable for this Role.
Values
Essential
- Excellent time management skills.
- Highly motivated and able to work on own initiative.
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).
