Admin Support Officer

Aneurin Bevan University Health Board; Newport; On-site; GBP 25,000; Full time

Job summary

An exciting opportunity awaits for a motivated individual to join a dedicated Gynaecology Team as an Admin Support Officer. This role involves a variety of administrative tasks, including supporting medical staffing and managing outpatient bookings. The position offers 32.5 hours of work per week, with a strong emphasis on professional development and flexible working arrangements. Join a multi-award-winning NHS organization that values its staff and promotes a healthy work-life balance while delivering exceptional healthcare services to the community. This is your chance to make a meaningful impact in a supportive environment.

Benefits

Flexible working

Paid mandatory training

Excellent in-house programmes

Opportunities for recognized qualifications

Occupational health support

Wellbeing Centre of Excellence

Qualifications

• Good standard of education to at least GCSE level required.
• Business Administration NVQ level 3 or equivalent experience preferred.

Responsibilities

• Support medical staffing rota and outpatient booking.
• Provide administrative support for Directorate Management team.

Skills

Excellent Communication Skills

Ability to prioritize workload

Computer Literacy

Empathy, tact and diplomacy

Ability to concentrate in a busy environment

Ability to work without direct supervision

Education

Good standard of education to at least GCSE level

Business Administration level 3 NVQ or equivalent

Tools

Patient Administration System

Job description

We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh; any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.

If you are successful at interview for this post you will receive your conditional offer of appointment and information pack via email.

We reserve the right to close this vacancy at any time. Therefore, we encourage early applications to ensure consideration for this post. If you are shortlisted for this post, you will be contacted via the email account you used to apply, therefore please check your account regularly.

Please check your email account regularly. Successful applicants will receive all recruitment-related correspondence via the email account registered on the application form.

Aneurin Bevan University Health Board supports flexible working.

Please be advised that there is a temporary top-up for Bands 2 and 3 to reflect the incorporation of the top-up to the living wage of £12.60 per hour - £24,638 per annum. This temporary top-up will be in place until the annual pay uplift for 2025/26 is confirmed.

Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.

Job Overview

An exciting opportunity has become available for an enthusiastic and motivated person to join the Gynaecology Team as an Admin Support Officer. The post holder will be responsible for a wide variety of administrative duties such as supporting the medical staffing co-ordinator with the daily running of the medical rotas as well as supporting the newly designed Gynaecology Outpatient Booking POD.

Working to the Gynaecology Directorate, you will be well supported and encouraged to develop in this role. This post is for 32.5 hours a week.

Main Duties of the Job

• Support medical staffing rota co-ordinator with doctor’s annual leave, rota management, and sickness recording.
• Providing administrative support for the Directorate Management team.
• Support outpatient booking POD with telephone booking and waiting list management.
• Validate treatment and outpatient waiting lists to ensure:
• Achievement of RTT waiting time targets.
• Accuracy of clinic outcomes.
• Utilisation of clinic templates.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Working for Our Organisation

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 speciality 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.

Qualifications and Knowledge

Essential Criteria

• Good standard of education to at least GCSE level.
• Business Administration level 3 NVQ or equivalent demonstrable experience.
• Computer Literate.
• Evidence of continuous professional development.
• Knowledge of Administration Processes.

Desirable Criteria

• Knowledge of Patient Administration System.
• Customer Service Training.

Experience

Essential Criteria

• Previous clerical experience and Administration Processes.

Desirable Criteria

• Customer Service Experience.
• Experience of dealing with the public.
• Previous experience of working within medical or patient records department.
• Previous experience of booking patient appointments.

Skills and Attributes

Essential Criteria

• Excellent Communication Skills.
• Able to concentrate in a busy environment with many interruptions.
• Able to prioritise workload.
• Remain professional at all times.
• Accurate and methodical in all aspects of work.
• Empathy, tact and diplomacy when dealing with difficult situations.
• Demonstrate a commitment to achieving high-quality standards of work.
• Able to use initiative and meet deadlines.
• Flexible to the needs of the service.
• Able to work without direct supervision.

Desirable Criteria

• Understanding of Health Board policies and procedures.
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh (please delete as appropriate).