Administrator

Job responsibilities

Non-clinical duties and responsibilities

To demonstrate a clear understanding of Velindre University NHS Trusts values, demonstrating its principles in providing a quality service.

Data inputting, photocopying, scanning, filing and typing duties as directed

To assist in the arranging and administration of meetings/training/events, including booking venues, confirming tutors and the preparation and distribution of papers and training packs.

To assist with the procurement and invoicing on the Oracle finance system

To provide appropriate office cover

To open and set up training rooms

To produce and retrieve training registers

To maintain filing systems in line with organisational policies and procedures.

To assist with the ordering and maintenance of stock supplies.

To be a flexible and supportive member of the team.

To assist in the tasks/duties of other staff within the team during periods of staff absence/leave.

To maintain strict confidentiality at all times.

To participate in team meetings and regular reviews with manager

To undertake appraisal to identify the necessary personal development required to meet the objectives of the team, and to further develop skills and job role.

To prepare for and attend assessment meetings and participate and complete all relevant education and training programmes including mandatory training as required by the Trust throughout the training period.

To adhere to the local and national Health and Safety regulations and the Trusts Policies and Procedures

To be responsible for the use of physical IT equipment and to report any defects in equipment as appropriate

Communications

Communicate with all members of the VOA team effectively.

Provide non-clinical advice and guidance to students and staff about course information and bookings

Engage with workplace changes in a positive manner, reporting any difficulties encountered.

To deal with internal and external post on a day-to-day basis.

To manage emails through the VOA email inbox.

To answer / deal with queries, both face to face and via the telephone, take messages and communicate effectively in an appropriate and timely manner.

To meet and greet visitors.

To issue all user emails to promote and advertise learning opportunities and events

Knowledge of, or willingness to learn how to use IT software packages specific to the NHS and the Trust.

Daily use of a computer and the Microsoft Office suite of programmes, Word, PowerPoint, Excel and Outlook, in order to produce documents and manage emails, both own and when necessary, colleagues.

Improvement and Monitoring

Collate statistics and maintain information systems

Deal with queries, referring more complicated matters to an appropriate member of the Velindre Oncology Academy

Act as the Velindre Oncology Academys primary interface for day-to-day communication, with students/customers, departmental managers, and individual members of their various staff groups.

To liaise with other NHS Waless Trusts, academic institutions and external organisations when required.

To co-ordinate the diaries of the team and the events calendar.

Arrange meetings, venues and refreshments as required, and assist with the preparation of agendas, reports and necessary documentation, ensure that all necessary information is relayed and distributed to attendees, prior to the date of the meeting.

To take notes at meetings.

Provide help and demonstrate day-to-day duties to new members of staff ensuring information relevant to the job are shared on to the team.

Work with colleagues (both internal and external to VUNHST) in a collaborative way to optimise use of resources and improve documentation and the performance of the department.

To utilise SharePoint and database systems to create and run reports to respond to organisational requests and need.

Maintain and update existing excel spreadsheets, databases and ESR, and where appropriate, create new databases and spreadsheets for reporting purposes. Produce reports as directed.

The post holder will be supervised, and advice will be available as and when required from their Line Manager.

Respond to requests for information from staff surveys.

To input and amend data where necessary. To comment on general policies and procedures relating to own role and to propose improvements.

To be responsible for maintaining stationery stock for the Velindre Oncology Academy.

Organise ones own time in an efficient manner.

Frequent requirement for prolonged concentration, e.g., this includes creating and amending customer database records, executing financial and statistical database routines, and checking and monitoring customer invoices.

Exposure to distressing or emotional circumstances is rare.

Qualifications and Knowledge

Essential

• Good standard of education 5 GCSE's or above or equivalent experience (including English & Maths)
• NVQ Level 3 or equivalent experience
• Good knowledge & experience of software packages such as Microsoft
• Team Player

Desirable

• Audio typing & other secretarial admin qualifications.
• Excellent typing skills to RSA II Standard or equivalent
• Willingness to undertake training required to enhance the role
• Demonstrate good knowledge of Health and Safety

Experience

Essential

• Experience of Word, Excel and a good knowledge of information systems (including databases
• General Office Duties
• Experience of working with Microsoft office applications
• Experience of administrative procedures

Desirable

• Experience of using Oracle procurement system
• Previous experience of dealing with the general public
• IT knowledge i.e. use of other packages and databases.
• Telephone / Reception Duties

Skills and attributes

Essential

• Communicate detailed information to others.
• Train other professional staff in office systems and procedures.
• Basic IT - Word processing and spreadsheets.
• Good written and spoken English.

Desirable

• Processing and storage of data using paper and computerised systems.
• Basic user of database software.

Other

Essential

• Prioritising and time management
• Attention to Detail

Desirable

• Welsh Speaker (Level 1) or willingness to work towards

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).