Job summary
Employer heading
Grading Administrator
Band 3
Welcome to Public Health Wales, the national public health organisation for Wales
Our vision is Working to achieve a healthier future for Wales
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Working together, with trust and respect, to make a difference
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Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English. To support our all Wales service, we particularly welcome applications from Welsh speakers.
Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until the annual pay uplift for 2024/25 is confirmed.
Job overview
An opportunity has arisen for a Full Time (37.5 hrs per week) Administrator to join the Diabetic Eye Screening Wales Grading team based at our centre in Upper Boat, Treforest.
The successful candidate will be responsible for providing comprehensive administration support service to the Grading department in relation to participant referrals to Hospital Eye Services (HES), including updating information relevant to the referral on the participant electronic record.
To coordinate the timely distribution of summary reports to all Hospital Eye Services to ensure DESW referrals have been received and actioned within Secondary Care services.
To act as a point of contact for all HES staff in relation to participant referrals, to ensure receipt of referral is confirmed and provide copies for any required.
This is a busy and varied role, which requires the ability to deal with a wide range of tasks and deadlines. There is a requirement to be organised and be able to prioritise and plan your workload in order to achieve your objectives. A high level of accuracy is required when entering participant pathway information and data into the information management system.
There may be a requirement to work an occasional evening/weekend.
If you have the relevant experience and are self-motivated, with the ability to manage and prioritise a range of competing tasks then we would love to hear from you.
Main duties of the job
Core duties
Working with the Senior Grader/Grading Manager, undertake validation of lists and reports to support the introduction of a robust failsafe system for the HES referral pathways.
Reviewing and investigating patient demographic and patient management records
Updating patient management records in line with agreed standard operating policies and procedures
Processing key failsafe checks
Liaising with a variety of DESW staff, GPs and HES dept to update management pathways appropriately
Dealing with referral changes and general queries from other health professionals
Issuing result information to patients, GPs and other health professionals
Processing and updating failsafe reports
Processing undelivered returned referrals and dealing with changes to demographic details
Auto mailing and franking of mail
Filing
The post holder is responsible for working in an administrative capacity to support the efficient operation of call/ recall and failsafe functions within the Screening Division.
The post holder will be recruited to support the grading pathway administration requirements of Diabetic Eye Screening Wales. As the failsafe processes become established within the programme it is expected that the post holder will undertake all grading administration duties within the grading department.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally me to apply.
Working for our organisation
Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales'. We play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across Wales.
Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change. We are an organisation that places ourselves at the heart of supporting people, communities, partners, and the Welsh Government in addressing these major challenges and providing solutions for action.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/
For guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
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
Qualification and knowledge
Essential criteria
- Good standard of general education, GCSEs including English and Maths or an equivalent Level 2 qualification, or ability to demonstrate relevant knowledge through work experience.
- Business Admin NVQ level 3 or, equivalent level of knowledge gained through relevant work experience.
Desirable criteria
- Knowledge of Screening Programmes
Experience
Essential criteria
- Previous administration experience
Skills and attributes
Essential criteria
- Excellent written and verbal communication skills
- Excellent organisation and multitasking abilities
- Ability to prioritise own workload to meet deadlines
- Excellent attention to detail
- Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint.
Desirable criteria
- Welsh Language Skills at level 1, e.g. introduce yourself, greet someone in person, answer the phone with a Welsh scripted greeting
Other
Essential criteria
- Willingness to travel to other screening locations if required by the service.
- Usual working hours will be 09:00 to 17:00 with the occasional evening and Saturday if required by the service
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Helen Wallace
- Job title
- Grading Manager
- Email address
- [email protected]
- Telephone number
- 01443 849322
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