Job summary
An exciting opportunity has arisen for a Band 4 Hub Coordinator within the Health Protection Service (HPS)
The Health Protection Service works in partnership, to respond to health protection measures and threats as required. The post holder will work from their designated work base or as part of an agile, patient facing outreach team at any location within North Wales.
The Health Protection Team works alongside the other agencies such as Public Health Wales to protect and improve health and wellbeing and reduce health inequalities for the people of North Wales.
Working as part of the Health Protection Service the post holder will provide high-level coordination and administration support across the North Wales Region.
The post holder will work independently using all available clinical systems, dashboards and other information sources in order to respond to queries accurately, and in a timely manner,
work independently, under own initiative within given pathways, using all available clinical systems, information dashboards and other information sources in order to respond to requests and queries accurately and in a timely fashion.
Are you proactive? Do you enjoy working in an exciting developing environment? Do you have a passion to deliver excellent service? Do you want to help develop this new service now and into the future? If this is you - come and join us in the Health Protection Service.
Main duties of the job
As the first point of contact for the Health Protection Service Hub by telephone, e-mail, and correspondence. Providing advice on a wide range of matters related to the Health Protection Service, resolving them or referring them to the most appropriate person during periods when they are absent from the office.
Provide a comprehensive and prompt level of support to the hub through the processing of queries received. Responding to, or escalating as appropriate in accordance with agreed pathways.
Responsible for ensuring the efficient and effective housekeeping of the Hub e-mail inbox, live phone line and answerphone system in accordance with procedure. Maintaining an accurate and detailed log of all correspondence received, and actions taken to provide an auditable record of communication.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job description
Job responsibilities
Undertake Infectious Disease tracing activity utilising agreed systems and following national/local guidance. Training, direction and supervision will be provided. Tracing activity could be locally or nationally determined with demand anticipated as being unpredictable and uneven in nature.
Work confidently, and communicate effectively with other members of the Health Protection team and the Betsi Cadwaladr University Health Board, and other third party organisations, such as PHW and Local Authority.
Identify and escalate issues promptly, and make suggestions on system improvements
Work independently using all available clinical systems, dashboards and other information sources in order to respond to queries accurately, and in a timely manner.
Work independently, under own initiative within given pathways, using all available clinical systems, information dashboards and other information sources in order to respond to requests and queries accurately and in a timely fashion. Escalating to the relevant Health Protection Manager/Clinical Lead as appropriate.Schedule and arrange meetings including the compilation of agenda and the taking and transcribing of formal minutes.
Provide Senior Secretarial support to the Health Protection Service including diary management, arranging and rearranging meetings.
Monitor the Microsoft outlook generic email inbox flagging up urgent issues and replying on behalf of when able / necessary. In times of absence deals with emails, replies on behalf of or forwards to relevant colleagues for action.
Responsible for supporting the Health Protection Service Manager with collating and evaluating required data sets on a weekly basis.
Deal with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Responsible for the coordination of accurate Health Protection staff as required by the service Manages relevant appointment and public facing systems as required by the Health Protection Service
File and manage all reports and correspondence ensuring that all documents are retained as per legal schedules/BCU policies.
Responsible for the ordering of all office requirements, good and services via the Oracle system. Raising invoices and receipting. Ensuring best price and value for money. Organises cross-charging of invoices internally with other departments or externally when necessary. Maintains adequate stationery stock levels in all offices.
Responsible for the service maintenance and consumables ordering for the office photocopier.
Work with other members of the administrative team to provide support to senior officers of the Betsi Cadwaladr University Health Board as part of the Health Protection Services. This may include compilation of spreadsheets, compilation of reports.
Provide cover for team members in their absence.
Deal with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Develop and control administrative systems to assist with the management of the departmental workload and responsibilities providing a wide range of support.
Communicate directly with external bodies, members of the public, PHW, Local Authorities etc, on behalf of the Health Protection Service as required. This will require a high degree of tact and diplomacy.
Prepare papers and reports using the Microsoft Office package.
Required to work on own initiative referring seeking advice where required.
Monitor and review items pending further action, and chase information and actions to compile into a report.
Undertake such other duties as may be required from time to time, commensurate with the title of the post.
Work autonomously acting on own initiative to prioritise workload.
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
Undertake Infectious Disease tracing activity utilising agreed systems and following national/local guidance. Training, direction and supervision will be provided. Tracing activity could be locally or nationally determined with demand anticipated as being unpredictable and uneven in nature.
Work confidently, and communicate effectively with other members of the Health Protection team and the Betsi Cadwaladr University Health Board, and other third party organisations, such as PHW and Local Authority.
Identify and escalate issues promptly, and make suggestions on system improvements
Work independently using all available clinical systems, dashboards and other information sources in order to respond to queries accurately, and in a timely manner.
Work independently, under own initiative within given pathways, using all available clinical systems, information dashboards and other information sources in order to respond to requests and queries accurately and in a timely fashion. Escalating to the relevant Health Protection Manager/Clinical Lead as appropriate.Schedule and arrange meetings including the compilation of agenda and the taking and transcribing of formal minutes.
Provide Senior Secretarial support to the Health Protection Service including diary management, arranging and rearranging meetings.
Monitor the Microsoft outlook generic email inbox flagging up urgent issues and replying on behalf of when able / necessary. In times of absence deals with emails, replies on behalf of or forwards to relevant colleagues for action.
Responsible for supporting the Health Protection Service Manager with collating and evaluating required data sets on a weekly basis.
Deal with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Responsible for the coordination of accurate Health Protection staff as required by the service Manages relevant appointment and public facing systems as required by the Health Protection Service
File and manage all reports and correspondence ensuring that all documents are retained as per legal schedules/BCU policies.
Responsible for the ordering of all office requirements, good and services via the Oracle system. Raising invoices and receipting. Ensuring best price and value for money. Organises cross-charging of invoices internally with other departments or externally when necessary. Maintains adequate stationery stock levels in all offices.
Responsible for the service maintenance and consumables ordering for the office photocopier.
Work with other members of the administrative team to provide support to senior officers of the Betsi Cadwaladr University Health Board as part of the Health Protection Services. This may include compilation of spreadsheets, compilation of reports.
Provide cover for team members in their absence.
Deal with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Develop and control administrative systems to assist with the management of the departmental workload and responsibilities providing a wide range of support.
Communicate directly with external bodies, members of the public, PHW, Local Authorities etc, on behalf of the Health Protection Service as required. This will require a high degree of tact and diplomacy.
Prepare papers and reports using the Microsoft Office package.
Required to work on own initiative referring seeking advice where required.
Monitor and review items pending further action, and chase information and actions to compile into a report.
Undertake such other duties as may be required from time to time, commensurate with the title of the post.
Work autonomously acting on own initiative to prioritise workload.
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
- Stage 3 / NVQ 3 Qualification in Business Administration or equivalent experience.
- Diploma in Office administration or experience to diploma level OR Typewriting/word processing qualification.
- In-depth and detailed knowledge and understanding of secretarial procedures, the structure, policies, plans, regulations, management and operational procedures of the Organisation
- Advanced knowledge of word processing, spreadsheet and presentation packages
- Audio Typing qualification or relevant experience.
Desirable
- NVQ Stage 3 or equivalent in Administration.
- Advanced ECDL Certificate.
Experience
Essential
- Experience at a high level of providing a comprehensive administrative/PA service.
- Experience of setting up and using filing/IT systems.
- Familiar with office procedures and deadlines.
- Relevant experience of Health Protection
Desirable
- Previous experience of working as Administrator
- Previous experience of working within the NHS.
Aptitude and Abilities
Essential
- Excellent communication skills.
- Ability to work unsupervised and make decisions.
- Numeracy and Literacy skills
- Excellent customer care skills.
- Good command of English both written and verbal.
- Ability to take and transcribe minutes.
Desirable
- Ability to speak Welsh
- Ability to produce Reports
- Confident in all aspects of office practice
- Experience of producing graphs and statistics.
- Comprehensive knowledge of Windows, Word, Excel, PowerPoint, Outlook
- Knowledge of Organisation
Other and Values
Essential
- As detailed in the Person Specification
Person Specification
Qualifications and Knowledge
Essential
- Stage 3 / NVQ 3 Qualification in Business Administration or equivalent experience.
- Diploma in Office administration or experience to diploma level OR Typewriting/word processing qualification.
- In-depth and detailed knowledge and understanding of secretarial procedures, the structure, policies, plans, regulations, management and operational procedures of the Organisation
- Advanced knowledge of word processing, spreadsheet and presentation packages
- Audio Typing qualification or relevant experience.
Desirable
- NVQ Stage 3 or equivalent in Administration.
- Advanced ECDL Certificate.
Experience
Essential
- Experience at a high level of providing a comprehensive administrative/PA service.
- Experience of setting up and using filing/IT systems.
- Familiar with office procedures and deadlines.
- Relevant experience of Health Protection
Desirable
- Previous experience of working as Administrator
- Previous experience of working within the NHS.
Aptitude and Abilities
Essential
- Excellent communication skills.
- Ability to work unsupervised and make decisions.
- Numeracy and Literacy skills
- Excellent customer care skills.
- Good command of English both written and verbal.
- Ability to take and transcribe minutes.
Desirable
- Ability to speak Welsh
- Ability to produce Reports
- Confident in all aspects of office practice
- Experience of producing graphs and statistics.
- Comprehensive knowledge of Windows, Word, Excel, PowerPoint, Outlook
- Knowledge of Organisation
Other and Values
Essential
- As detailed in the Person Specification
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).
