Health & Safety Team Coordinator

Job description

Job responsibilities

1. To assist the different departmental teams such as Training, Fire and Case management in the drawing of reports from software packages such as Datix and ESR.

2. To arrange meetings and appointments including the co-ordination of dates and diaries, this may also include arranging visits, demonstrations and presentations from outside organisations. This may also include arranging transport e.g. rail travel/flights, accommodation, venues, refreshments, car parking, using the Oracle computer system.

3. To be responsible for collating and preparing all necessary papers and information in readiness for meetings.

4. To be the point of contact for the department based in Woodland House, ensuring all messages are actioned and queries receive an appropriate response in good time. The post holder will also be required to assist visitors to the office.

5. To provide first line response to complainants and other enquiries from staff external stakeholders and members of the public on behalf of the department, ensuring that these are dealt with in an appropriate and timely manner, and confidentiality is maintained at all times.

6. To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate, using Microsoft Word, PowerPoint and Excel, and presented in the appropriate format (e.g. using Cardiff & Vale Board format for Board papers). To draft meeting Agendas where necessary, using information provided by the Departmental Team.

7. To service Clinical Board level meetings i.e. Operational Health and Safety Group Meeting and other meetings as required through the provision of minute taking. The post holder will be responsible for ensuring action points are followed up and actioned accordingly, agenda management and also the appropriate distribution and collation of all relevant documentation for the meeting.

8. To process and action all correspondence received for the department accordingly, organising and ensuring appropriate receipt and distribution as required.

9. Establish and maintain an effective filing system to ensure the systems are fit for purpose. Responsibility for management of stationery and other supplies for the office ensuring that adequate levels are maintained within the department. Responsible for ordering equipment/Stationery via Oracle.

10. Liaison with UHB and Executive Board members, and other Managers within the People and Culture department regarding the administration of meetings, responses to correspondence, email etc ensuring confidentiality is maintained at all times.

11. To act as a central point for collation of information from Clinical Boards and disseminate information as required.

12. The post holder will be responsible for prioritisation of their own workload in discussion with the Assistant Director of Health, Safety and Fire. Ensure own work is prioritised to ensure deadlines are met.

13. Initiate enquiries, verbally or by email as required, on issues relating to queries raised by the Assistant Director of Health, Safety and Fire. Consider and determine actions necessary to facilitate arrangements on their behalf in advance of their commitments, to ensure that their time is managed as effectively and efficiently as possible.

14. To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information.

15. To take a lead on the co-ordination of projects as and when necessary, i.e. Department Workshops.

16. Will participate in the induction of new starters/temp staff as and when required.

17. To comply with all UHB policies, procedures and practices and to be responsible for keeping up to date with any changes.

Person Specification

Essential

Essential

• NVQ Level 3 in administration
• Previous experience of providing comprehensive administrative support in a busy office environment.

Desirable

• Experience of liaising with health professionals

Experience

Essential

• Experience of minute taking
• Experience of working with databases/spreadsheets

Desirable

• Previous administrative/coordinator experience

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

Cardiff and Vale University Health Board

Address

Woodland House

Maes-Y-Coed Road

CARDIFF

CF14 4HH

Employer's website

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