Job summary
- Main area
- Admin and clerical
- Grade
- Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (flexible)
- Job ref
- 110-AC258-0624
- Employer
- Cwm Taf Morgannwg University Health Board
- Employer type
- NHS
- Site
- Ynysmeurig House
- Town
- Mountain Ash
- Salary
- £28,834 - £35,099 per annum
- Salary period
- Yearly
- Closing
- 14/07/2024 23:59
Employer heading
Senior Administration Manager
Band 5
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 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
The post holder will be responsible for business and administration activities relating to the vaccination and immunisation service, along with the wider Health protection function and in doing so will fully support the day to day operations of identified for the vaccination and immunisation service and Health Protection initiatives and programmes.
The post holder will be expected to work flexibly and across a range of Cwm Taf Morgannwg University Health Board (CTMUHB) sites and locations in line with the needs of service delivery.
The post holder will engage in multi-disciplinary working liaising with the clinical team and all associated internal and external partners and stakeholders, including Local Authorities.
In addition to this, the post holder will be required to be highly proficient in the use of all relevant Microsoft Office software applications, and the relevant CTMUHB patient information and Healthcare IT systems.
This will include travelling to multiple sites and venues in support of the clinical team when needed
Main duties of the job
Key role within the vaccination and immunisation along with supporting the wider health protection function, in maintaining administrative and business support for day-to-day operations.
Manage the vaccination and immunisation administration staff and activity to ensure effective use of staff is achieved to support service objectives. Hold site management responsibility for vaccination and immunisation centres across CTM, including designated Health Protection activities.
Data presentation with all teams, ensuring reports are produced in a timely fashion, and that the information in the reports is accurate.
Required to analyse data to inform the production of reports.
Arrange meetings and activity for the vaccination and immunisation service along with the wider Health Protection Service.
Responsible for sourcing any materials/resources required , including oracle orders along with managing invoices. Use internal and national data systems including WIS etc, manipulating and inputting data as well as extracting reports and creating presentations and reports as requested.
Responsible for all vaccination sites risk management and support the setting up/closing down of sites across CTM.
Authorisation of expenses for staff within the team. Line management duties to the admin team.
Support the Directorate manager, in the smooth and efficient running of the service on a daily basis.
Support all operational functions of the vaccination and immunisation services.
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
The post holder will hold a key role within the vaccination and immunisation along with supporting the wider health protection function, in maintaining administrative and business support for day-to-day operations. They will be required to work across multiple sites within Cwm Taf Morgannwg University Health Board (CTMUHB).
Provide management support across a range of immunisation projects.
Manage the vaccination and immunisation administration staff and activity to ensure that effective use of available staff is achieved in support of service objectives.
Holds site management responsibility for vaccination and immunisation centres across CTM, including designated Health Protection activities as instructed by the Directorate Support Manger, includes working closely with CTM estates and fire departments.
Requires excellent communication skills, verbal and written.
The post holder will need to negotiate agreement on
Data presentation with all teams, ensuring reports are produced in a timely fashion, and that the information in the reports is accurate.
The post holder may answer the telephone or receive emails from staff and clients/patients.
Required to analyse data to inform the production of reports.
Arrange meetings and activity for the vaccination and immunisation service along with the wider Health Protection Service.
Responsible for sourcing any materials/resources required including presentation materials, including oracle orders along with managing invoices etc. for the vaccination and immunisation services.
Use internal and national data systems including WISetc, manipulating and inputting data as well as extracting reports and creating presentations and reports as requested.
Required to familiarise themselves with, and adhere to, policies relevant to the post.
Responsible for all vaccination sites risk management and support the setting up/closing down of sites across CTM.
Compliant with all statutory and mandatory training as outlined in their ESR portal.
Responsible for ensuring authorisation for expenses for staff within the team.
Responsible for all line management duties to the admin team.
Manage and develop databases and systems both electronic and paper based for the vaccination and immunisation services, along with the wider Health Protection function..
Will support the Directorate manager, in the smooth and efficient running of the service on a daily basis.
Support all operational functions of the vaccination and immunisation services along with the wider health protection needs.
Person specification
English
Essential criteria
- Educated to Degree level or equivalent skills, knowledge and/ or experience.
- Knowledge of NHS IT systems and NHS policies and procedures.
- Management qualification or experience.
- Project management qualification or demonstrable experience
- Clear knowledge and experience of oracle systems
- Experience of NHS Office Management.
- Excellent verbal and written skills
- Demonstrable ability to work on multiple complex tasks simultaneously.
- Highly developed interpersonal skills with the ability to build and maintain excellent working relationships at all levels
- Ability to analyse and produce data and information and to produce a range of relevant documentation. Possesses excellent IT, communication, presentation and meeting facilitation skills.
- Able to deal with conflicting demands. Able to think laterally, prioritise effectively.
- Excellent time management skills with the ability to energise, persuade and influence others effectively.
Desirable criteria
- Knowledge of neonatal IT systems and processes.
- The ability to speak or learn Welsh to a satisfactory level.
English
Essential criteria
- Excellent time management skills with the ability to energise, persuade and influence others effectively.
- Organised with excellent time management.
- Able to think laterally, prioritise effectively.
- Possesses excellent IT, communication, presentation and meeting facilitation skills.
- Demonstrable ability to work on multiple complex tasks simultaneously.
- Educated to Degree level or equivalent skills, knowledge and/ or experience.
- Management qualification or experience.
- Project management qualification or demonstrable experience.
- Clear knowledge and experience of oracle systems .
- Experience of working with a multi-disciplinary team. Experience of working in a fast paced and responsive team.
- Able to travel across CTM in a timely manner
Desirable criteria
- The ability to speak or learn Welsh to a satisfactory level.
Employer certification / accreditation badges
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 not necessary
Documents to download
Further details / informal visits contact
- Name
- Claire Thomas
- Job title
- Senior Manager
- Email address
- [email protected]
- Telephone number
- 07889379013
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