Job summary
We have a fantastic opportunity for a self-motivated, enthusiastic and hardworking individual to join our CEDAR administration team. The successful candidate will support CEDAR, a busy healthcare evaluation centre in the Cardiff Medicentre. The role will involve the day to day running of the office, taking phone calls, managing enquires, ordering stationary, booking conferences and travel etc as well as working with the team to deliver a wide range of projects.
Prior administration experience and knowledge of working in the NHS would be beneficial but full training will be given to the right candidate.
CEDAR is part of Cardiff and Vale University Health Board with links to Cardiff University and is conveniently located at Cardiff Medicentre at the University Hospital of Wales with great public transport links, free parking and a secure bike cage.
We are looking for someone who shares our values of trust, respect, personal responsibility, kindness and integrity. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
For further details / informal visits contact: Jolle Williams on 02921 844771 or by email on joelle.williams@wales.nhs.uk
Main duties of the job
The role will involve the day to day running of the office, taking phone calls, managing enquires, ordering stationary, booking conferences and travel etc as well as working with the team to deliver a wide range of projects.
Prior administration experience and knowledge of working in the NHS would be beneficial but full training will be given to the right candidate.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving 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 working with our partners to develop regional services.
Our mission is "Caring for People, Keeping People Well",and our vision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.
Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
Job description
Job responsibilities
Administrative
- Organises own workload within agreed timetables and policies set by the Head of Cedar.
- Deal with incoming mail, sorting, filtering and bringing it to the attention of the Head of Cedar and other staff, as appropriate.
- Deal with incoming telephone calls in a manner which contributes to the good reputation of Cedar.
- Report sickness and annual leave records to relevant Cedar manager.
- Provide organisational support for meetings, including organising the venue, taking minutes, transcribing notes, preparing minutes, etc.
- Responsible for monitoring stock levels of stationery and IT consumables and raising purchasing requisitions as necessary.
- Support Head of Cedar in arranging procurement of other assets and supplies in accordance with C&V UHB
- Responsible for maintaining local financial and procurement records to ensure Cedar expenditure can be monitored and invoices sent to Shared Service and Accounts Payable. This involves ordering, checking receipt of goods and invoice details prior to obtaining an authorising signature and updating budget spreadsheets.
Evaluation Programme
- Responsible for ensuring that scientific test equipment is sent for calibration at the required intervals, as advised by Head of CEDAR, and that the calibration results are reviewed by evaluators.
- Support Head of Cedar/academic team by being responsible on collating relevant documentation, and obtaining relevant research papers/literature from the medical library.
- Perform specialist tasks which contribute to the preparation of Evaluation reports. This may require the post holder to: design a database and input relevant data, to prepare a draft evaluation report using data and descriptive text from a variety of sources (for evaluation report preparation).
- Responsible for maintaining local computer records of Cedar staff time usage against evaluation projects and other activities.
- Organise and keep under review appropriate manual and computer (Access database) filing systems for maintaining records of Cedar projects, CEDAR/Assets Evaluation reports.
- Support Head of Cedar in formal reporting
Miscellaneous
- Provide organisational support for various meetings, by organising the venues, preparing documents, etc.
- Carry out all work in a manner which takes account of the safety of themselves and others and in accordance with the Cardiff and Vales UHB Health and Safety Policy.
- Adhere at all times to the requirements for strict confidentiality and integrity of work set out in the terms and conditions of Cedar contracts and Trust employment in particular relating to contact details of NHS patients and staff.
- Conduct all day to day work in compliance with the quality management system (ISO9001:2015) in force in the department and as required under the Medicines and Healthcare products Regulatory Agency (Department of Health) contract.
- Contribute to the goal of continual improvement by putting forward suggestions for service development, for example by drafting office protocols.
- Undertake other duties consistent with the nature and grade of the post.
Job description
Job responsibilities
Administrative
- Organises own workload within agreed timetables and policies set by the Head of Cedar.
- Deal with incoming mail, sorting, filtering and bringing it to the attention of the Head of Cedar and other staff, as appropriate.
- Deal with incoming telephone calls in a manner which contributes to the good reputation of Cedar.
- Report sickness and annual leave records to relevant Cedar manager.
- Provide organisational support for meetings, including organising the venue, taking minutes, transcribing notes, preparing minutes, etc.
- Responsible for monitoring stock levels of stationery and IT consumables and raising purchasing requisitions as necessary.
- Support Head of Cedar in arranging procurement of other assets and supplies in accordance with C&V UHB
- Responsible for maintaining local financial and procurement records to ensure Cedar expenditure can be monitored and invoices sent to Shared Service and Accounts Payable. This involves ordering, checking receipt of goods and invoice details prior to obtaining an authorising signature and updating budget spreadsheets.
Evaluation Programme
- Responsible for ensuring that scientific test equipment is sent for calibration at the required intervals, as advised by Head of CEDAR, and that the calibration results are reviewed by evaluators.
- Support Head of Cedar/academic team by being responsible on collating relevant documentation, and obtaining relevant research papers/literature from the medical library.
- Perform specialist tasks which contribute to the preparation of Evaluation reports. This may require the post holder to: design a database and input relevant data, to prepare a draft evaluation report using data and descriptive text from a variety of sources (for evaluation report preparation).
- Responsible for maintaining local computer records of Cedar staff time usage against evaluation projects and other activities.
- Organise and keep under review appropriate manual and computer (Access database) filing systems for maintaining records of Cedar projects, CEDAR/Assets Evaluation reports.
- Support Head of Cedar in formal reporting
Miscellaneous
- Provide organisational support for various meetings, by organising the venues, preparing documents, etc.
- Carry out all work in a manner which takes account of the safety of themselves and others and in accordance with the Cardiff and Vales UHB Health and Safety Policy.
- Adhere at all times to the requirements for strict confidentiality and integrity of work set out in the terms and conditions of Cedar contracts and Trust employment in particular relating to contact details of NHS patients and staff.
- Conduct all day to day work in compliance with the quality management system (ISO9001:2015) in force in the department and as required under the Medicines and Healthcare products Regulatory Agency (Department of Health) contract.
- Contribute to the goal of continual improvement by putting forward suggestions for service development, for example by drafting office protocols.
- Undertake other duties consistent with the nature and grade of the post.
Person Specification
Qualifications
Essential
- Good standard of education to GCSE level or equivalent, including Mathematics and English.
Desirable
- Formal qualifications in project management, evidence review or critical appraisal
Experience
Essential
- Confident in the use of MS Office for data/information recording and analysis, eg compiling reports.
Desirable
- Experience of collating data and writing reports
Skills
Essential
- Excellent organisational skills. Able to work with minimal direct supervision and to exercise judgement and initiative. Able to prioritise and manage own work. Able to exercise own initiative when dealing with issues within own specialist area of competence. Able to use MS Office. Excellent communication skills
Desirable
- Minute taking for meetings, as necessary. Able to design and use spreadsheets (MS Excel).
Special knowledge
Desirable
- NHS procurement procedures, Oracle.
Personal Qualities (Demonstrable)
Essential
- Confidentiality. Able to work within existing quality procedures. Able to identify what needs to be done and to have the motivation to see it done. Good at reporting back to manager/supervisor. Must be able to work accurately. Able to work well as part of a larger team. Able to command respect from colleagues. Eager to learn new knowledge and skills.
Person Specification
Qualifications
Essential
- Good standard of education to GCSE level or equivalent, including Mathematics and English.
Desirable
- Formal qualifications in project management, evidence review or critical appraisal
Experience
Essential
- Confident in the use of MS Office for data/information recording and analysis, eg compiling reports.
Desirable
- Experience of collating data and writing reports
Skills
Essential
- Excellent organisational skills. Able to work with minimal direct supervision and to exercise judgement and initiative. Able to prioritise and manage own work. Able to exercise own initiative when dealing with issues within own specialist area of competence. Able to use MS Office. Excellent communication skills
Desirable
- Minute taking for meetings, as necessary. Able to design and use spreadsheets (MS Excel).
Special knowledge
Desirable
- NHS procurement procedures, Oracle.
Personal Qualities (Demonstrable)
Essential
- Confidentiality. Able to work within existing quality procedures. Able to identify what needs to be done and to have the motivation to see it done. Good at reporting back to manager/supervisor. Must be able to work accurately. Able to work well as part of a larger team. Able to command respect from colleagues. Eager to learn new knowledge and skills.
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.
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).
Additional information
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).
