Audit and Data Entry Administrator

Swansea Bay University Health Board; Swansea; On-site; GBP 22,000 - 28,000; Full time

Job summary

Swansea Bay University Health Board is seeking a data administrator to provide timely data entry, quality reports, and database support across the team. The role involves handling confidential information with professional discretion and coordinating with internal stakeholders.

The post focuses on developing, setting up and maintaining databases and audit tools, while ensuring accurate records and timely reporting in line with local requirements.

Qualifications

• GCSE or equivalent L2 in English, Math and IT.
• NVQ/QCF L3 Qualification or equivalent.
• Advanced keyboard skills to support Transcribing and minute taking.
• Awareness of policies and procedures dealing with confidential data.

Responsibilities

• Collect, collate and enter information to prepare and share reports as required.
• Support the service with the development, set up and day-to-day management of databases and audit tools.
• Work as part of the team, managing own workload within agreed priorities and referring to senior staff when required.
• Act as a first point of contact, answering calls and responding to enquiries, including sensitive issues from patients and relatives.

Skills

Data entry

Report generation

Communication skills

Teamworking

Education

GCSE English/Math/IT

NVQ/QCF L3

Tools

Microsoft Office

Job description

Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.

Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.

Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.

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

Job overview

THIS POST IS FIXED TERM/SECONDMENT FOR 12 MONTHS DUE TO FUNDING

IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST

The post holder will provide timely, accurate and appropriate data entry and routine reports from a range of sources, to support local and national requirements, and will:

• Collect, collate and enter information, carry out basic checks, and help to prepare and share reports as required.
• Support the service with the development, set up and day-to-day management of databases and audit tools (including audit-related software), helping to maintain an organised and responsive information service.
• Work as part of the team, managing own workload within agreed priorities and referring to senior staff when required.
• Act as a first point of contact, answering calls and responding to enquiries, including sensitive issues from patients and relatives, taking appropriate action within the limits of the role.
• Provide confidential typing and administrative support for the team, using a range of IT systems and databases to ensure information is accurately recorded on Health Board electronic systems.
• Create, track and support the organisation of notes and records, and liaise with internal and external stakeholders to provide information as required, in line with procedures.

Main duties of the job

The role involves providing comprehensive administrative and data support to ensure the smooth running of the service. Key duties include planning and prioritising workloads, managing competing tasks and urgent requests, and supporting meetings through arranging logistics and preparing documentation. The postholder is responsible for maintaining accurate filing and record systems, handling incoming and outgoing correspondence, managing shared inboxes, answering telephone enquiries, and providing professional support to colleagues, stakeholders, service users and the public.

The role also includes undertaking routine data validation, cleansing and reporting tasks, checking information for accuracy and completeness, and supporting audits, surveillance activities and litigation processes while maintaining strict confidentiality and information governance standards. Responsibilities include collating information for quality compliance, maintaining clinical databases, preparing charts, tables and routine reports, typing and uploading clinical correspondence, and supporting the submission of care bundle and audit data within required timescales.

The role requires effective communication skills, the ability to work collaboratively with colleagues, and the use of approved software and office systems to prepare and distribute documents.

Working for our organisation

We believe staff are our best asset and we want 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 or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and 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 that our 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.

Detailed job description and main responsibilities

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

Person specification

Essential Qualifications & Knowledge

Essential criteria

• GCSE or equivalent L2 in English, Math and IT
• NVQ/QCF L3 Qualification or equivalent demonstrable skills to academic level
• Advanced keyboard skills to support Transcribing and minute taking or equivalent ECDL, RSA 11
• Awareness of policies and procedures dealing with confidential data, both personal and organisational

Desirable criteria

• Knowledge and experience of using hospital administration systems, for example, Welsh clinical portal, Signal or similar

Essential Experience

Essential criteria

• Experience of accurate data entry and using databases/spreadsheets to produce routine reports
• Experience of working in an administrative role handling confidential/sensitive information

Essential Aptitude and abilities

Essential criteria

• Adhere to and can demonstrate SBU Values & Behaviours
• Good organisation, prioritisation and time management skills ability to work to deadlines and under pressure
• Proven ability in the use of software tools utilised in information management, e.g. Microsoft Office suite, for the production of reports
• Ability to work within a team and take direction from senior team member
• Ability to problem solve and fact find
• Good written and verbal communication skills
• Able to manage their own workload effectively

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a