Administration Support Assistant

Job description

Job responsibilities

• Deal with queries, referring more complicated matters to an appropriate member of the medical physics department or radiation protection service.
• Act as the RPS personal dosimetry services primary interface for day-to-day communication, with customers, radiation safety personnel, departmental managers, and individual members of their various staff groups, involving requests for the registration of customers, departments and individuals, requests to terminate monitoring arrangements, general and financial enquiries, complaints, etc.
• To liaise with other NHS Waless Trusts, academic institutions and external organisations when required.
• Provide basic advice (e.g. signposting staff and Managers to the RPS process of Dosimetry badges).
• 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.
• Support staff with HR processes e.g. Maternity applications, Exit procedures, etc
• 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.
• Maintain good working relationships with Radiation Protection Service customers.
• Respond to requests for information from staff surveys.
• Operate the Personal Dosimetry Laboratorys computerised dose record and information system and all other applications software (Database, spreadsheet, presentations, etc) that have been developed to assist in the work and management of RPS Cardiff. 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 radiation protection service. To assist the departmental administrator in ordering supplies for the medical physics department.
• To ensure the continued availability of printers and office equipment across the medical physics department and radiation protection service.
• To have sufficient knowledge of Access in order to use pre-existing applications and highlight any operational problems.
• Knowledge of office management systems.
• Organise ones own time in an efficient manner.
• Ability to pack, unpack, accurately sort and handle large numbers of personal radiation dosimetry monitors.
• Occasional moderate effort required in operating office equipment, using a personal computer and handling personal radiation dosimetry monitors.
• Required to use VDU for data analysis for the majority of time.
• Frequent requirement for prolonged concentration, e.g., this includes creating and amending customer database records; coding, documenting and ensuring delivery and receipt of dosemeters; collating and issuing dose reports; executing financial and statistical database routines; and checking and monitoring customer invoices.
• Exposure to distressing or emotional circumstances is rare.

Person Specification

Qualifiations and Knowledge

Essential

• Educated to GCSE standard (including English & Math's) or possess the equivalent level of experience.
• NVQ Level 3 or equivalent

Desirable

• Rudimentary knowledge of the practice, legislation and physics of personal dosimetry.
• RSA3 or equivalent.
• Good general knowledge.

Experience

Essential

• Experience of Word, Excel and a good knowledge of information systems (including databases
• Prioritise and manage own work.
• Exercise own initiative when dealing with issues.

Desirable

• Experience in running a small office.
• Experience of administration in the NHS.

Skills and Attributes

Essential

• Communicate detailed information to others.
• Train other professional staff in office systems and procedures.
• Deal with unpredictable situations.
• Basic IT - Word processing and spreadsheets.
• Good written and spoken English.
• Good numeracy.
• Easily legible writing.
• Good negotiating skills.
• Teach duties to new starters.

Desirable

• Processing and storage of data using paper and computerized systems.
• Basic user of database software.
• Survey or audit of own work.
• Ability to speak Welsh to Level 1.

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).

Employer details

Employer name

Velindre Cancer Centre

Address

Velindre Cancer Centre

Velindre Road

Whitchurch

CF14 2TL

Employer's website

https://velindre.nhs.wales/velindrecc/ (Opens in a new tab)