Job summary
We are looking for a person with excellent administrative skills to join Swansea Bay University Health Board's E-Rostering team.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply
Main duties of the job
The successful candidate will have basic Human Resources knowledge to respond to queries from manager and health board staff on basic workforce information by interrogating the E-Rostering Systems and Electronic Staff Record for staff details such as contract hours, staff numbers, place of work, etc.
The post holder will have excellent organisational skills and will be required to coordinate the E-Rostering Systems Training Diary and input training data in to ESR using OLM.
For more information, contact Mark Mullen, E-Roster Systems Manager (mark.mullen@wales.nhs.uk).
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
This is Administration Officer role will require the post holder to provide administration services which will include the use of good communication skills and the production of documents, updating of e-systems, collating of information, mail distribution, filing, typing, booking venues etc.
The post holder will enter data onto the ORACLE Procurement System and Electronic Staff Record and provide basic workforce information to staff.
Project Work
This service is in response to new developments and consequently many work streams will be established on an ongoing basis. The post holder will be required to Ensure documentation is ready as directed Communicate with external speakers and confirm bookings Maintain an electronic library Arrange/confirm meetings/workshops
Communication
The service is pan Swansea Bay University Health Board and liaison with all disciplines within the health board will be routine as well as communication with internal and external stakeholders.
As one of the first point of contacts for the department, the Administration Officer will deal with and direct calls as necessary in a professional, courteous manner acting as an ambassador for the organisation in all aspects of communication. This will include;
Answer queries on basic workforce information by interrogating the E-Rostering Systems and Electronic Staff Record for staff details such as contract hours, staff numbers, place of work, etc. Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person Providing an excellent customer service to the organisation Collecting, opening and acknowledging post and emails within specified timescales Dealing with all other enquires via email or in person for the departments appropriately, referring to others as required Recording messages as required for the department
Developing Documents and Data Inputting, the role will provide an administration service to a high standard Producing documents for the department such as correspondence, posters, leaflets, presentations etc. Inputting information into ORACLE Procurement System and Electronic Staff Record, maintaining accuracy Creation of databases for recording of information as necessary for the administrative needs of the department Office Duties The role will involve organising and planning its workload in order to meet the needs of the service, prioritising where appropriate. Duties will include; Co-ordinate the E-Rostering Systems Training Diary and input training data in to ESR using OLM. Provide clerical support for all aspects of the Department Ordering of stock where required through the Health Board purchasing system. Arranging meetings and courses, using available diary systems to include booking of venues and equipment if necessary Work within or support the development of standard operating procedures for the department as needed to deliver the service Provide cover for absences e.g. leave, sickness for other admin officers Update the mandatory and non-mandatory training database as and when required, liaising with all appropriate members of staff ensuring all records of the training diary. Receive and process all stationery/ supplies orders from clinic clerical officers. Monitor and maintain through the Oracle system all supplies.
Using own judgment, follow through any queries within appropriate guidelines reporting to the Supervisor/Manager any problems Undertake audits as directed General Attend all mandatory training courses as required by SBUHB and the Clerical Services Co-ordinator. Actively participate in annual Personal Development Reviews. Working with the line manager in agreeing personal objectives and attending necessary training to ensure KSF gateways and agreed objectives are met Maintain databases, filing systems in a timely and accurate manner, ensuring that other team members are able to locate letters/information in your absence. Assist in the induction and training of new members of staff acting as mentors during induction and on the job training period. Provide general admin support for the E-Rostering Systems Department, also maintaining the departments Share Point page on the Health Boards Intranet site.
Job description
Job responsibilities
This is Administration Officer role will require the post holder to provide administration services which will include the use of good communication skills and the production of documents, updating of e-systems, collating of information, mail distribution, filing, typing, booking venues etc.
The post holder will enter data onto the ORACLE Procurement System and Electronic Staff Record and provide basic workforce information to staff.
Project Work
This service is in response to new developments and consequently many work streams will be established on an ongoing basis. The post holder will be required to Ensure documentation is ready as directed Communicate with external speakers and confirm bookings Maintain an electronic library Arrange/confirm meetings/workshops
Communication
The service is pan Swansea Bay University Health Board and liaison with all disciplines within the health board will be routine as well as communication with internal and external stakeholders.
As one of the first point of contacts for the department, the Administration Officer will deal with and direct calls as necessary in a professional, courteous manner acting as an ambassador for the organisation in all aspects of communication. This will include;
Answer queries on basic workforce information by interrogating the E-Rostering Systems and Electronic Staff Record for staff details such as contract hours, staff numbers, place of work, etc. Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person Providing an excellent customer service to the organisation Collecting, opening and acknowledging post and emails within specified timescales Dealing with all other enquires via email or in person for the departments appropriately, referring to others as required Recording messages as required for the department
Developing Documents and Data Inputting, the role will provide an administration service to a high standard Producing documents for the department such as correspondence, posters, leaflets, presentations etc. Inputting information into ORACLE Procurement System and Electronic Staff Record, maintaining accuracy Creation of databases for recording of information as necessary for the administrative needs of the department Office Duties The role will involve organising and planning its workload in order to meet the needs of the service, prioritising where appropriate. Duties will include; Co-ordinate the E-Rostering Systems Training Diary and input training data in to ESR using OLM. Provide clerical support for all aspects of the Department Ordering of stock where required through the Health Board purchasing system. Arranging meetings and courses, using available diary systems to include booking of venues and equipment if necessary Work within or support the development of standard operating procedures for the department as needed to deliver the service Provide cover for absences e.g. leave, sickness for other admin officers Update the mandatory and non-mandatory training database as and when required, liaising with all appropriate members of staff ensuring all records of the training diary. Receive and process all stationery/ supplies orders from clinic clerical officers. Monitor and maintain through the Oracle system all supplies.
Using own judgment, follow through any queries within appropriate guidelines reporting to the Supervisor/Manager any problems Undertake audits as directed General Attend all mandatory training courses as required by SBUHB and the Clerical Services Co-ordinator. Actively participate in annual Personal Development Reviews. Working with the line manager in agreeing personal objectives and attending necessary training to ensure KSF gateways and agreed objectives are met Maintain databases, filing systems in a timely and accurate manner, ensuring that other team members are able to locate letters/information in your absence. Assist in the induction and training of new members of staff acting as mentors during induction and on the job training period. Provide general admin support for the E-Rostering Systems Department, also maintaining the departments Share Point page on the Health Boards Intranet site.
Person Specification
Essential Qualifications & Knowledge
Essential
- Educated to vocational level 2 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience.
- Knowledge of basic Human Resources procedures.
Essential Aptitude and abilities
Essential
- Ability to exercise judgement when dealing with enquiries and problems
- Good computer skills
Person Specification
Essential Qualifications & Knowledge
Essential
- Educated to vocational level 2 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience.
- Knowledge of basic Human Resources procedures.
Essential Aptitude and abilities
Essential
- Ability to exercise judgement when dealing with enquiries and problems
- Good computer 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
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).
