Job summary
Are you looking for an opportunity to enhance your skills and progress your administration / management career within the NHS? Do you have experience of managing and delivering high quality administration support to senior leaders? Are you looking for a new challenge? If so, we have some exciting opportunities for you.
The Children, Young People & Family Health Directorate is currently recruiting Band 4 Administration Team leader roles which will sit within the respective Care Groups as follows
All posts will be based in St David's Children's Centre.
The successful candidates will be expected to utilise existing organisational and communication skills to develop robust mechanisms to support Care Group business and manage the administration team / functions.
The ability to speak Welsh is desirable for this role; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
Key areas of work for the successful candidates will be to provide a comprehensive administrative service to their allocated Care Group within Children, Young People and Family Health Services by taking line management responsibility for designated staff and leading on key administrative management duties required to maintain and develop services in line with local and national initiatives and priorities.
You will work closely with the Care Group Administration & Operational Manager to ensure that services are running efficiently and effectively by having oversight of service waiting lists ensuring that national targets are met where possible and will take the lead on tasks including child protection procedures and legal requests.
You will require knowledge and experience to respond to the changing needs of the care group/directorate by identifying areas for service development and problem solving in order to develop alternative or additional procedures.
You will be key in managing clinical activity including arranging appointments, managing waiting lists and electronic patient records, liaison with patients and families, managing referrals, liaison with clinical teams, management of generic inboxes and general administrative duties.
About us
Cardiff and Vale University Health Boardis 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 ourvision 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, Cardiffand the Vale offers the best of both worlds.
Job description
Job 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.
Job description
Job 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.
Person Specification
Qualifications
Essential
- NVQ Level 4 and/or equivalent experience
- Evidence of continuing professional development.
- Relevant secretarial or typing qualification.
- Good standard of general education and good knowledge of data protection law.
- Must be prepared to undertake specific training to support clinical activities/ competence.
Desirable
- Short hand skills
- ECDL
- ILM level 3 or willingness to work towards
Experience
Essential
- Administration experience in a clinical setting including waiting list management
- Knowledge of administrative procedures and systems
- Experience of liaising with health professionals
- Experience of working in a busy/demanding environment
- The ability to deal with non-routine issues by problem solving and developing processes and procedures
- Demonstrable experience of line managing staff including training, recruitment and implementing human resource management policies
- Ability to propose changes to working practices or procedures
- Experience of dealing with patients and families including successful resolution of low-level, informal concerns
- Knowledge and experience of managing resources
- Experience of managing a demanding workload within a team to facilitate effective service delivery
Skills
Essential
- Excellent IT skills including the Microsoft Office Suite
- Use of data, spreadsheets, databases and generating reports
- Advanced and accurate keyboard skills
- Effective communication including both written and oral skills
- Excellent time management skills and the ability to work to deadlines
- Able to maintain confidentiality and deal with sensitive information
- Leadership skills and ability to problem solve using own initiative
- Excellent interpersonal skills including the ability to persuade, negotiate, influence and motivate.
- Ability to make judgements on specific problems (including staff issues), following analysis of a range of options
- Ability to plan and organise a number of complex activities at the same time which include allocating or re-allocating tasks to staff on a daily basis
- Able to function efficiently under pressure
- Able to concentrate for prolonged periods of time on detailed information
- Able to develop and maintain departmental websites or willing to undertake training if needed.
Desirable
- Knowledge of NHS organisational structures
Special Knowledge
Essential
- Up to date knowledge of office terminology and procedures
- Caldicott Principles/Data Protection
- Knowledge of Child Protection issues and procedures
Desirable
Personal Qualities
Essential
- Ability to handle and prioritise multiple tasks
- Emotionally resilient
- Able to work autonomously and manage own workload
- Excellent decision-making skills
- Ability to work on own initiative
- Positive outlook
- Ability to work under pressure and adapt workload to unexpected deadlines where work pattern is unpredictable
- Flexible approach to work
Person Specification
Qualifications
Essential
- NVQ Level 4 and/or equivalent experience
- Evidence of continuing professional development.
- Relevant secretarial or typing qualification.
- Good standard of general education and good knowledge of data protection law.
- Must be prepared to undertake specific training to support clinical activities/ competence.
Desirable
- Short hand skills
- ECDL
- ILM level 3 or willingness to work towards
Experience
Essential
- Administration experience in a clinical setting including waiting list management
- Knowledge of administrative procedures and systems
- Experience of liaising with health professionals
- Experience of working in a busy/demanding environment
- The ability to deal with non-routine issues by problem solving and developing processes and procedures
- Demonstrable experience of line managing staff including training, recruitment and implementing human resource management policies
- Ability to propose changes to working practices or procedures
- Experience of dealing with patients and families including successful resolution of low-level, informal concerns
- Knowledge and experience of managing resources
- Experience of managing a demanding workload within a team to facilitate effective service delivery
Skills
Essential
- Excellent IT skills including the Microsoft Office Suite
- Use of data, spreadsheets, databases and generating reports
- Advanced and accurate keyboard skills
- Effective communication including both written and oral skills
- Excellent time management skills and the ability to work to deadlines
- Able to maintain confidentiality and deal with sensitive information
- Leadership skills and ability to problem solve using own initiative
- Excellent interpersonal skills including the ability to persuade, negotiate, influence and motivate.
- Ability to make judgements on specific problems (including staff issues), following analysis of a range of options
- Ability to plan and organise a number of complex activities at the same time which include allocating or re-allocating tasks to staff on a daily basis
- Able to function efficiently under pressure
- Able to concentrate for prolonged periods of time on detailed information
- Able to develop and maintain departmental websites or willing to undertake training if needed.
Desirable
- Knowledge of NHS organisational structures
Special Knowledge
Essential
- Up to date knowledge of office terminology and procedures
- Caldicott Principles/Data Protection
- Knowledge of Child Protection issues and procedures
Desirable
Personal Qualities
Essential
- Ability to handle and prioritise multiple tasks
- Emotionally resilient
- Able to work autonomously and manage own workload
- Excellent decision-making skills
- Ability to work on own initiative
- Positive outlook
- Ability to work under pressure and adapt workload to unexpected deadlines where work pattern is unpredictable
- Flexible approach to work
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
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).
