Service Administration Support Officer
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
The Emergency Medical Retrieval and Transfer Service Cymru (EMRTS Cymru) is Wales’s exciting and innovative aeromedical prehospital Critical Care and Transfer service.
EMRTS is consultant-led and is committed to being the best prehospital and transfer service in the world.
The service primarily operates on the Wales Air Ambulance Charity’s fleet of Helicopters, and can also utilise a fleet of rapid response vehicles which provide operational and weather resilience.
In addition to the EMRTS service, the role will support the Adult Critical Care Transfer Service (ACCTS) which is a predominately road-based service with dedicated critical care transfer staff, vehicles and equipment from our bases in Cardiff and Bangor.
We are looking for an enthusiastic individual who will join our administration and operational support team. The ideal candidate will be someone who can support the operational side of the service through a variety of tasks as well as provide administrative support to the teams.If you are looking for role which is different to your typical administrative post, then we would like to hear from you.
Main duties of the job
The post holder will provide comprehensive administrative support to enable service-level operations.
Responsible for managing requisitions/purchasing as required by the service using procurement systems in accordance with the Health Board’s finance policies and procedures
Provide budget monitoring support, including recharging and processing of invoices.
Coordinate meetings, events and conferences including leading on the preparation of relevant documentation such as agendas and writing comprehensive minutes.
Provide operational support for the management of the service fleet of RRVS and Ambulances
Provide operational support to the Clinical Leads to ensure effective and efficient service delivery
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
A full detailed Job Description is attached to this advert.
Informal queries are welcomed, please do get in touch to find out more about this opportunity to work in this fast paced and innovative environment. We can offer you a job that provides variety and moves away from traditional administrative roles.
If you are looking for a post where no two days are the same, then this could be what you are looking for!
Person specification
Essential Qualifications & Knowledge
Essential criteria- Educated to level 3 qualification e.g., NVQ/QCF or RSA 111 (or equivalent).
- Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational
- Working knowledge of filing/data systems including record management/destruction of records.
- Understanding of information governance protocol and importance of confidentiality
- Knowledge of organisational policies, procedures and relevant IT packages
- Evidence of commitment to ongoing personal development and willingness to undertake training and development as necessary.
- Business administration qualification
- ECDL/ typing qualification
Experience
Essential criteria- Demonstrate experience in an administrative role
- Experience of communicating with all levels of professional staff and the public.
- Experience of dealing with confidential matters and sensitive data, and regarding the appropriate maintenance and storage of record
- Ability to take comprehensive formal minutes and transcriptions and transcribing and minute taking
- Advanced knowledge of word processing, spreadsheet and presentation packages
- Administering finance systems, e.g., requisitions, budget monitoring
- Working in an NHS environment.
Other
Desirable criteria- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply.All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK.If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.