Job summary
Aneurin Bevan University Health Board has an exciting opportunity to join our Facilities Team as a Business Administrator. This post will be based at St Cadoc's Hospital, Newport.
The Estates and Facilities Business Administrator will be efficient in the day to day use of Health Board electronic workforce systems including payroll workbooks, health roster and ESR. The post holder will oversee a number of Estates and Facilities rosters under the supervision of the Business Administration Team Leader.
The post holder will be responsible for ensuring all roster changes are updated in a timely manner to support the service requirement. It is essential the post holder has a full understanding of all workforce systems, including creating, maintaining and updating rosters, inputting unavailability's and updating employment information. This will need to be undertaken accurately and promptly into multiple systems ensuring efficient and effective staffing within the departments, in line with policies and procedures.
Full & part time hours available working various shift patterns over 7 days a week.
Times are mixed and range from 06:00-14:00, 07:00-15:00, 08:00-16:00, 09:00-17:00, 10:00-18:00 & 14:00-22:00.
Main duties of the job
The post holder will provide an effective first point of contact service for staff enquiries relating to pay, rostering, absence and ESR. They will allocate staff to remaining shifts according to the roster template and staff availability, following standard operating procedures to ensure resources are organised efficiently and effectively based on the most cost-effective method.
The post holder will run reports to analyse and identify any non-compliance with workforce standards i.e., PADR, outstanding fit notes and annual leave entitlements following standard operating procedures. They will also methodically arrange meetings and related documentation in line with workforce policies and procedures.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
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 and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent.
- NVQ Business Administration Level 3 or equivalent experience
- Extensive knowledge of NHS workforce systems in particular ESR and Health Roster.
- Knowledge of administrative systems, clerical/office procedures, and data input procedures
- Working knowledge of ABUHB workforce policies
Desirable
- ECDL full passport or equivalent demonstrable IT skills
Experience
Essential
- Previous administrative experience preferably in an NHS organisation
- Experience of using Health roster and ESR
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word.
- Experience of team working to achieve deadlines and objectives
- Experience and understanding of preparing and managing staff rosters
Desirable
- Customer service experience
Skills and Attributes
Essential
- Excellent Communication skills (verbal and written)
- Ability to plan and organise allocated work load
- Accurate and methodical in all aspects of work
- Ability to use initiative and meet deadlines
- Excellent attention to detail
- Able to work under sustained pressure
- Self-motivated
- Committed to the service requirements
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Flexible approach to work
- Commitment to achieving high quality standards of work
- Positive attitude and reactive to change
- Willingness to share knowledge and support others
Desirable
- Ability to travel between sites.
Person Specification
Qualifications and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent.
- NVQ Business Administration Level 3 or equivalent experience
- Extensive knowledge of NHS workforce systems in particular ESR and Health Roster.
- Knowledge of administrative systems, clerical/office procedures, and data input procedures
- Working knowledge of ABUHB workforce policies
Desirable
- ECDL full passport or equivalent demonstrable IT skills
Experience
Essential
- Previous administrative experience preferably in an NHS organisation
- Experience of using Health roster and ESR
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word.
- Experience of team working to achieve deadlines and objectives
- Experience and understanding of preparing and managing staff rosters
Desirable
- Customer service experience
Skills and Attributes
Essential
- Excellent Communication skills (verbal and written)
- Ability to plan and organise allocated work load
- Accurate and methodical in all aspects of work
- Ability to use initiative and meet deadlines
- Excellent attention to detail
- Able to work under sustained pressure
- Self-motivated
- Committed to the service requirements
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Flexible approach to work
- Commitment to achieving high quality standards of work
- Positive attitude and reactive to change
- Willingness to share knowledge and support others
Desirable
- Ability to travel between sites.
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).
