Administrative Assistant
Job Description
Job summary
Are you enthusiastic, talented, and inspired to improve the lives of people undergoing planned treatments such as cancer/surgery?
We are setting up our new innovative Prehab2Rehab programme and establishing our team. The programme adopts a 'whole system' approach to its design and delivery, working across departmental and organisational boundaries. The aim is to reduce variation and improve quality of care and outcomes for people by improving their general health, lifestyle and wellbeing.
You will work closely as part of small but ambitious team and will work with colleagues across all part of the health care system including public health, pharmacists, GPs, allied health professionals, clinical nurse specialists, anaesthetists/perioperative medics, and surgeons. All members of the team will be instrumental in making this programme a success and will have the opportunity to help shape the service. You must be willing to work in an agile way, across hospitals, community, and primary care settings. Supporting research and service evaluation will be instrumental in your role. You will be mentored and supported with your career progression; we are committed to developing our workforce and enabling them to meet their career potential.
Cardiff and Vale UHB is unique in being both a university teaching Health Board and providing Tertiary, Specialist, General, Acute, Mental Health, and Community services.
Main duties of the job
- Manage the day to day running of the prehab2rehab clinic bookings and communicate identified issues and resolve in a timely manner.
- Provide support and assistance to prehab2rehab programme to set up Skype/ Microsoft Teams meetings / conference calls and interactive screens for meetings , when required. Provide secretariat to all meetings. Maintaining the action log for the programme.
- Generate data analysis reports and undertake surveys and/or audits for the programme as needed
- Develop templates and presentations with key, up-to-date information for communication to the wider programme board .
- Plan and organise straightforward and complex activities or programmes, such as new and ongoing meetings, organising and coordinating multi-disciplinary meetings.
- Facilitate and record meetings as required by the programme
- File completed orders and retrieve invoices as required in relation to queries.
- Typing of memoranda, letters, tenders etc, as required by the Programme Manager and Clinical Lead and other programme team members as required.
- To support the Clinical Lead and Programme Manager when required
- Ensure stationary levels for the department are adequate and order as required
The ability to speak Welsh is desirable for this role; Welsh and/or English speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Boardis 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 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.
This post is fixed term for 12 months and the role is essential to meet the needs of the service, providing administrative support for the new projects within the Prehab2Rehab programme of work.
Person Specification
Qualifications
Essential
- Minimum 5 GCSEs (including Maths and English) Or NVQ Level 3 or appropriate previous experience
Experience
Essential
- Previous administrative and clerical experience, preferably working in a hospital based role or related service within the NHS
Skills
Essential
- Excellent communication skills
- Excellent data entry/ keyboard skills
- Experience of using computer packages such as Excel and Word
- Organised and methodical
- Attention to detail
- Excellent telephone manner
- Ability to manage own workload
Special Knowledge
Essential
- Understanding of NHS waiting times targets and pathways
- Understanding of UHB policies and procedures
- Awareness of GDPR
Personal Qualities
Essential
- Flexible approach and adaptable to change
- Courteous and friendly
- Able to cope under pressure and meet deadlines effectively
- Ability to work independently and to delegate work to team
- Able to multi-task
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.
Certificate of Sponsorship
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).
Employer details
Employer name
Cardiff and Vale University Health Board
Address
University Hospital of Wales
Heath Park
Cardiff
CF14 4XW
