Administration Assistant - INTERNAL

Betsi Cadwaladr University Health Board; Rhyl; On-site; GBP 21,000 - 28,000; Part time

Job summary

Betsi Cadwaladr University Health Board is seeking an Administration Officer to provide comprehensive secretarial and clerical support to the GP Out of Hours management team at Glan Clwyd Hospital. The role requires diary management, minute taking, and liaison with patients and colleagues in a fast-paced NHS environment.

The successful candidate will handle enquiries, maintain documentation and data reports, and contribute to audits while working as part of a multidisciplinary team.

Qualifications

• NVQ Level 3 in Administration or equivalent.
• ECDL or equivalent knowledge.
• Experience of office and administration procedures.
• Experience of working in GP Out of hours or a similar environment.
• IT skills in Microsoft Office.

Responsibilities

• Provide comprehensive secretarial/clerical support to the management team.
• Diary management and organising meetings; minute taking.
• Liaise with patients and colleagues; handle enquiries.
• Maintain systems and processes; data collection for audits.
• Assist with admin for matron and medical director; support audit and data reports.

Skills

Motivate and lead others

Microsoft Office

Education

NVQ Level 3 in Administration

ECDL

Tools

Microsoft Office

Job description

Job Overview

Administration Officer

Permanent
Part time
Office hours
Glan Clwyd Hospital

We are looking for an enthusiastic, flexible in approach and efficient individual to join the GP out of Hours Service. This role will provide administrative support to the management team.

The successful applicant will be required to undertake a range of duties which include providing administrative support to the management team, data collection, diary management, organising meetings, minute taking, liaising with patients and colleagues and maintaining system and processes.

The post holder must have the ability to work as part of a Multi-disciplinary team to ensure all relevant communications are carried out in a timely and accurate manner. You would be expected to confidently and sensitively handle enquiries from the other members of the organisation both in person and by telephone. We are a fast-paced environment that requires an adaptable individual who can self-refer.

You must have a good standard of education, excellent organisational skills and be able to work as part of the team. Competence in MS Office and previous experience of working within the NHS would be an advantage.

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

Main duties of the job

Job Summary/Job Purpose:

Provide a comprehensive and full secretarial/ clerical support to the management team. The post holder will also administrate for the matron and medical director and be expected to facilitate in audit, information gathering and completion of condition specific data reports.

Working for our organisation

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.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Detailed Job Description And Main Responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents.

• Works within own knowledge and expertise and BCUHB policies
• Plan and organise own workload
• Maintain documentation and ensure the appropriate log is complete for nursing and support staff mandatory training
• Ensure nursing and support staff sickness is logged and monitored in accordance with the BCUHB Sickness Policy
• Be a point of contact for all fleet issues, ensuring drivers checks are complete, and servicing and maintenance is up to date
• Maintain service specific reports to enhance delivery of the GP Out of hours service. Update the nurse in charge board and ensure prescriptions are logged and posted to the appropriate chemists
• To place orders on Oracle ordering system ensuring delivery meets the required time frame and ensure progress on delayed delivery
• Facilitate in the collection of data for audit: eg annual clinical activity levels

Clinical

• Check consulting rooms for stock levels and replenish

Communication

• Communicate written and oral information to members of the GP Out of hours team
• Receive and deal with sensitive information via telephone, and email
• Report on a regular basis to the management team leads regarding management of workload, how it is managed and problem that are encountered
• Communicate with and keep records of all communication with primary care services for protected time
• Exercise judgement when dealing with staff and patient enquiries
• Act as a resource of information with own limits or her/his knowledge referring queries to other members of the team as appropriate
• Maintain personnel files and records filing accordingly and keep accessible for team use

Personal Development

• The Operations Manager or Support Officer and post holder will assess job performance formally each year, agree needs and goals and take forward necessary actions
• Maintain a personal professional profile
• Identify own development needs for the post, attending BCUHB education sessions – oracle, ECDL,
• In between, these assessments needs and problems will be raised both formally and informally if required.
• The post holder should at all times know how ell he/she is performing in the role

Person specification

Essential Criteria

Qualifications & or Knowledge

• NVQ Level 3 in Administration or equivalent level of experience or knowledge
• ECDL or equivalent knowledge or experience

Experience

Essential criteria

• Experience of office and administration procedures
• Experience of working in GP Out of hours or a similar environment

Desirable criteria

• Experience of working in a multi-disciplinary team

Values/Knowledge

Essential Criteria

• IT skills to be competent using Microsoft Office(outlook, excel, word)

Personal Qualities

Essential Criteria

• Ability to motivate and lead others