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Job summary

Main area
Primary, Community and Intermediate Care
Grade
Band 3
Contract
Permanent
Hours
Part time - 22.5 hours per week
Job ref
001-AC259-0724
Employer
Cardiff and Vale University Health Board
Employer type
NHS
Site
Designed to Smile,
Town
Treforest Industrial Estate, Pontypridd
Salary
£23,159 - £24,701 per annum
Salary period
Yearly
Closing
24/07/2024 23:59

Employer heading

NHS

Designed to Smile Administrator

Band 3

WHO WE ARE:

Cardiff and Vale University Health Board is one of the largest Integrated Health Board in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of 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 also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.


Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic 
objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future. We have challenging times ahead, but we are confident that by tackling these  challenges together, we can support people to live healthier lives and reduce the unfair differences in 
the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the 
next decade and beyond. 

We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:

  • We are kind and caring
  • We are respectful
  • We have trust and integrity
  • We take personal responsibility 

As an organisation we strongly believe that it is vital our leaders exhibit the behaviours and values that we expect from all our staff.

We are a teaching Health Board with close links to the university sector, and together we are training the next generation of healthcare professionals, while working on research that will hopefully unlock the cures for today’s illnesses

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 exciting opportunity has to work within Designed to Smile to provide a comprehensive range of administrative and secretarial duties to the team/department in the support of the effective delivery of the Designed to Smile Oral Health Improvement Programme. To support the Designed to Smile Manager and Clinical lead in the efficient delivery of the programme. 

 

Main duties of the job

The post holder will be required to manage and co-ordinate several activities simultaneously and demonstrate a high degree of attention to detail and autonomy.

The post holder will be expected to work closely with a wide range of staff from different disciplines including Oral Health Educators, Dental Nurses and Dental Health Support Workers. There will also be a need to work with external stakeholders as and when required. 

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

Working for our organisation

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services.   Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is “Living Well, Caring Well, Working Together”, and our vision is that every person’s chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

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.

1. General administrative and clerical duties, as directed by the Manager and Clinical Lead. 
2. Organise own workload and support other team members as and when required.
3. To support the Manager and Lead Clinician through the processing and transmitting of patient data using both paper and computerised systems.
4. To make contact and liaise with schools and nurseries to establish links to enable the delivery of the Designed to Smile programme.
5. To support the Designed to Smile team with administrative duties including all associated paperwork, forms and data collection necessary to support the Designed to Smile programme and maintain patient details.
6. Undertake data entry into the Designed to Smile monitoring software, enabling the production of accurate, timely reports. To have a knowledge of the Community Dental service and medical/dental terminology. 
7. To respond to requests or queries appropriately, with advice and information, both verbally and written, in an accurate and timely manner, involving others where necessary.
8. To attend, record and produce formal minutes of meetings as required.
9. Audio/copy-type clinical letters, medical reports, general correspondence and related clerical work.
10. Set up and co-ordinate meetings/courses for the team/department.
11. Prepare necessary papers and information in readiness for attendance at meetings.
12. Prepare statistical information and presentations using different software packages e.g. Word, Excel, Power Point, Outlook, Office365, and have a knowledge of Community Dental Service Patient Management computer systems.
13. Record and maintain data and training records.
14. Assist with the collation of audit data.
15. Co-ordinate bookings of meeting rooms internally and externally.
16. To receive, open, prioritise and distribute mail.
17. Taking telephone enquiries and dealing with them appropriately. Be aware of the need for sensitivity and confidentiality at all times.
18. Liaising with other departments both internal and external to the Health Board.

1. To undertake ordering and receipting when required via the “Oracle” system. Including processing of invoices, maintaining records and documentation to legal requirements and arrange appropriate archiving when required.
2. Assisting the manager to ensure staff are fully aware of protocols, assisting in amending and updating protocols as appropriate and cascading the information to the relevant personnel.
3. To maintain accurate filing systems.
4. To retrieve and file patient dental records as and when required.
5. The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Manager and will comply will all UHB policies and procedures.

Person specification

Qualifications

Essential criteria
  • NVQ 3 or equivalent qualifications/experience, Good standard of general education with a minimum of 4 GCSEs including Maths and English
Desirable criteria
  • Additional word processing/computer qualifications

Experience

Essential criteria
  • Working in an office environment in a secretarial or administrative position. Maintaining computerised and paper record keeping systems
Desirable criteria
  • Experience of working in the NHS

Skills

Essential criteria
  • Accurate and efficient typing skills Excellent computer skills using Word, Excel, PowerPoint, Outlook etc. Excellent organisational and communication skills Prioritise and manage own workload Can work on own initiative Ability to set up administrative systems Ability to use computerised databases Good telephone manner
Desirable criteria
  • Basic knowledge of medical terminology

Special Knowledge

Essential criteria
  • Ability to work as part of a team in an extremely busy environment
Desirable criteria
  • Knowledge of Patient management systems. Use of Oracle Knowledge of Community Dental Services and Designed to Smile

Personal Qualities

Essential criteria
  • Reliable, pleasant personality. Conscientious Flexible approach to work. Committed to providing a quality service Emotionally resilient Methodical
Desirable criteria
  • Pleasant and sympathetic manner

Other

Essential criteria
  • Awareness of the importance of confidentiality
Desirable criteria
  • Ability to speak Welsh

Employer certification / accreditation badges

Veteran AwareApprenticeships logoAge positiveDisability confident leaderhyderus o ran anableddAccredited Living Wage EmployerDefence Employer Recognition Scheme (ERS) - GoldArmed Forces CovenantDFN Project Search LogoStonewall Top 100 Employers in 2023Stonewall Top 100 Employers in 2023Core principles

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Vivienne Adams
Job title
Health Improvement Manager
Email address
[email protected]
Telephone number
01443 661799
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