Senior Administrative Officer
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.
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
Job overview
The post holder will work independently within Cwm Taf Morgannwg University Health Board (CTMUHB) policies and procedures and provide a high quality administrative and data analysis support function to the vaccination and immunisation/ Health Protection Services.
The post holder will carry out a range of duties including diary management, taking meeting notes, using a variety of IT applications, undertaking data analysis of information from Public Health Wales, creating and maintaining spread sheets/action plans, producing immunisation uptake reports, setting up databases, inputting information into Immunisation dashboard.
The post holder will also monitor of CTMUHB Immunisation Service enquiries, answering the phone and managing calls, maintaining records systems, dealing with incoming correspondence, arranging immunisation training, booking appointments and meetings along with the wider Health Protection work.
The post holder will be required to establish and maintain effective communication with a wide variety of multi-disciplinary teams, partner organisations, patients, their families/relatives and other professionals.
This will include travelling to multiple sites and venues in support of the clinical team when needed.
Main duties of the job
Ensure vaccination and immunisation/ Health Protection information is processed in accordance with policies and procedures.Develop or adapt web pages, immunisation information reports.
Assist in the analysis of immunisation data/interpretation of datasets.
Liaise with health professionals and UHB staff , and other external agencies to ensure all relevant documentation is received in order to support complex patient requests.
Plan tasks and activities that may require adjustment.
Allocate work to other administrative staff on a daily basis.
Support outreach vaccination services with administration support, along with any administration support to the wider Health protection initiatives. Be responsible for information systems for collection of statistical information.
Responsible for the rota systems and allocation of administrative support.
Shift allocation for bank staff on the health roster, under guidance from Senior administration Manager
Deal with statistical/analytical queries, manage the administrative processes, including setting up new systems, databases electronic and/or manual as required to improve service delivery.Point of contact via CTM enquiries, telephone and answer queries.
Support Senior Administration Manager in the day to day management of the administration team.
Complete and review Departmental Risk Assessments as directed by Management.
Undertake general administrative work such as photocopying, faxing, scanning and filing.
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.
Detailed job description and main 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
Person specification
Knowledge
Essential criteria- Knowledge of one or more computer system(s), hardware or software, or telephony systems acquired through Diploma or equivalent experience / qualification, advanced European Computer Driving License (ECDL) or equivalent knowledge.
- Advanced keyboard skills/inputting and manipulating data, information into computer databases.
- Knowledge of administrative and secretarial practices and procedures acquired through training or possess skills, knowledge and experience to diploma level equivalency.
- Knowledge of WIS administration system. Knowledge of organisational policies and practices.
- Knowledge and understanding of Public Health epidemiology
- Knowledge and understanding of Primary Care functions
- Knowledge of Immunisation terminology. Training in Clinical Systems e.g. Myrddin. Oracle training.
- Ability to speak Welsh
Experience & Skills
Essential criteria- Advanced keyboard skills/inputting and manipulating data, information into computer databases.
- Experience with statistical/analytical working. Experience of validation work Experience of working in a busy office environment. Experience of working in a multi-disciplinary setting.
- Experience of using computer packages including data entry into databases. Experience of data analysis and report writing.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
- Able to travel across CTM in a timely manner.
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.