[ref. v7752818] Administration Officer - Pontypridd

We provide healthcare services to people living in Bridgend, Merthyr Tydfil and Rhondda Cynon Taf county borough areas, serving a population of around 450,000. We are ideally situated between Wales’s capital city, Porthcawl to the west, and the stunning scenery in the Brecon Beacons.

Our vision is to care for our communities and patients by preventing ill-health, promoting better health, providing excellent services and reducing the need for inpatient care wherever possible through the provision of strengthened home, primary and community care.

We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity and marriage and civil partnership.

Cwm Taf Morgannwg is a Living Wage Employer.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

All applicants are invited to apply in Welsh or English, and no preference will be given to applications submitted in either language.

Job overview

We would like to offer you the opportunity to join the Staff Bank Administration Team, where we take pride in ensuring Cwm Taf Morgannwg University Health Board values and beliefs are at the heart of our service delivery.

As a member the Staff Bank Administration Team, dedication, enthusiasm and motivation is a must.

You will need to be forward thinking and pro-active and have the ability to multi-task, using your own initiative to manage and prioritise your workload.

Excellent communication skills are essential as well as previous experience in customer care.

This post presents an opportunity to develop and expand skills and knowledge in Cwm Taf Morgannwg University Health Board process and procedures as well as office administration and e-systems.

The successful applicant will be based within Staff Bank Office at Pontypridd Cottage Hospital and must have the ability to work flexibly across the University Health Board.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

The post holder will work within the Staff Bank Office, supporting the operational function of Cwm Taf Morgannwg University Health Board’s (UHB) Staff Bank.

The Administration Officer will play a key role in the facilitation of bank worker recruitment, processing and management of agency invoices, and general administration duties. This includes supporting the Operational Team with the management of shifts of Bank and Agency Workers throughout the UHB.

They will ensure the smooth running of the Staff Bank Office, the use of E-Systems is essential to support of these functionalities.

The post holder is guided by organisational and departmental standard operating procedures with reference to a supervisor for non-routine matters.

The post holder’s work is checked regularly, via KPIs to ensure standards and targets are achieved.

Working for our organisation

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.

• Work on own initiative, prioritising own workload under the supervision of the Staff Bank Manager.
• Establish and maintain good communication and working relationships with key stakeholders, both internal and external to the organisation, at all times. This includes E-Rostering Team, Senior Managers, Ward Staff, Bank Workers, and Nurse Agencies etc.
• Ensure the service provided is of the highest standard, being courteous, efficient, and professional, and that information retained is in accordance with Data Protection Act, GDPR etc.
• Possess advanced keyboard skills, with a requirement to accurately upload and process data.
• Provide and receive complex information, referring any contentious issues to the Staff Bank Manager or Clinical Nurse Lead Manager.
• Adhere to the All Wales Bank and Agency Contract and CTMUHB policy, protocols, and procedures in the booking of Bank and Agency Workers. Seeking advice from colleagues, the Clinical Nurse Lead Manager, or Senior Staff as appropriate.
• Participate in the weekend and Bank Holiday rota.
• Undertake accurate data entry and data cleansing and provide reports as directed by the Staff Bank Manager or Clinical Nurse Lead Manager.
• Carry out any administrative duties as required in relation to all activities of the Staff Bank Office.
• Be required to support any Administration Trainees or Work Experience Students working within the Staff Bank Office, acting as a role model and sharing best practice within own work area.
• Identify and refer complex issues to the Staff Bank Manager or Clinical Nurse Lead Manager.
• Setting up meetings as required.
• Utilise Microsoft Office Software e.g. Excel for Spreadsheets and Databases and Word for typing correspondence.
• Participate in the system testing of E-Systems.
• Maintain and update E-Systems on a daily basis.
• Participate in Departmental/Organisational surveys and audits as and when required.
• Be required to contribute to the development and implementation of Departmental processes/procedures and protocols, providing comment and/or feedback as required.
• Have incidental contact with patients.
• Be responsible for the effective and safe use of IT equipment and any other office equipment used throughout the course of duty.
• Maintain stationary and office supplies as required.
• Covering in the absence of colleagues and assisting in the general admin function of the Staff Bank Team.
• Comply with the All Wales Standard Operating Procedure for Recruitment, seeking clarification when required.
• Comply with the Health Board and NHS Wales Shared Services Recruitment policy at all times, making suggestions for change as appropriate.
• Provide advice to recruitment candidates and recruiting managers in relation to standard recruitment processes.
• Produce high quality effective advertising, recruitment, and appointment documentation.
• Liaise effectively with recruiting managers, bank workers, and general public in relation to the effective implementation of the Recruitment and Selection Process.
• Provide advice and guidance to managers on the functionality of Trac and NHS Jobs.
• Prepare documentation for short listing information for managers using the Trac online functionality.
• Utilise Trac, ESR and NHS Jobs as appropriate.
• Undertake general administration support relating to quality standards, advertising recruitment campaigns etc.
• Prepare confidential correspondence, ensuring all letters are produced in accordance with agreed NHS Wales’s standards.
• Ensure that files and databases are kept up to date at all times particularly that all data is amended when changes are made/received and the appropriate paper work is forwarded in a timely manner.
• Responsible for ensuring new starters have completed all ID checks, training and on-boarding is undertaken prior to bank shifts being offered. This includes completion of IT New User Forms, access to individual roster, uniform and ID badge.
• Ensure that recruitment activity is undertaken in a timely fashion, in line with and monitored against agreed KPIs.
• Engage in the management of e-billing to ensure agencies receive payment for shifts undertaken by their workers.
• Complete data load to be forwarded to Accounts Payable in accordance with All Wales Agency Contract for payment of shifts. Maintain records of discrepancies and undertake action and investigation as necessary to ensure resolution. This may include contacting ward managers to finalise shifts on electronic rosters, and liaising with Agencies to produce amended invoices etc.
• Liaise with colleagues in Accounts Payable and Procurement as necessary. Ability to analyse financial information including reconciling balance sheet codes, some of these will be complex due to volumes of transactions and information being inaccurate or incomplete.

Person specification

Qualifications and/or Knowledge

• Qualifications
• Experience

• NHS knowledge
• Knowledge of e-systems

Experience

• Experience of using MS office programmes such as Word, Excel, PowerPoint and Outlook
• Experience in an administration role.

• Experience of working in a HR/Training/ Recruitment environment

Ability

• Excellent organisational and time management skills
• Able to defuse situations where the customer is angry and upset

Aptitude

• Excellent communication skills.

• Ability to speak Welsh

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.