Clerical Services Co-ordinator

NHS; Wrexham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A public health service in Wrexham is looking for an Operations Coordinator to manage medical staffing and coordinate the Vaccination Service's rota. This role involves supervising staff, maintaining administrative systems, and ensuring compliance with health policies. Candidates should possess strong organizational and communication skills, be familiar with IT systems, and ideally have previous experience in the NHS. Join us to contribute to a vital community health service.

Qualifications

• Educated to degree level or significant equivalent experience.
• Must hold NVQ Level 4 Admin/Customer Care or equivalent.
• Knowledge of IM&T systems or patient administration systems.

Responsibilities

• Manage daily operational staffing issues and rota coordination.
• Supervise administrative staff and support HR processes.
• Ensure all staff mandatory training is completed.

Skills

Organizational skills

Communication skills

IT skills

Team coordination

Education

Degree or equivalent experience

NVQ Level 4 Admin/Customer Care

Management qualification (ILM, NEBs)

Tools

Excel

Word

Outlook

Job description

With support from the Deputy Operations Manager, Senior Managers and Clinicians the post-holder will be responsible for the daily operational management of medical staffing issues and rota co-ordination.

Key aspects of this post include developing, co-ordinating and managing the Vaccination Service rota via the Health Roster electronic system. Establishing and operating effective administrative systems, SOP's, IT systems and processing related to the departmental functions. Managing the flow of work, supervising, guiding and supporting the administrative team. Arranging cover to ensure administrative and clinics services are available at all times. Provide general quality control for the production of information and development of administrative procedures. Ensure all staff mandatory training is completed along with appropriate compliance within the Division with Health Board policies and procedures, with particular regard to Human Resources Management and Health & Safety.

By nature of this post excellent written and communication skills as well as the ability to priorities work and meet deadlines is essential.

Working as part of the Operational Management Team, the post holder will be expected to provide urgent cover and administration support in the absence of colleagues; this will include deputising for the Lead Manager, dealing with staff queries and problems, and answering telephone calls etc.

Main duties of the job

We are looking for an organised and proactive individual to manage staff rotas, coordinate cover for absences, and support the smooth running of our vaccination service. Key duties include:

• Managing rotas and staffing records using Health Roster.
• Supervising admin staff and supporting HR processes.
• Maintaining administrative systems and SOPs.
• Communicating effectively across teams and cascading urgent updates.
• Ordering resources and supporting cost-effective staffing.
• Assisting with audits and quality improvement.

Strong organisational, communication, and IT skills are essential. Occasional travel and flexibility required.

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 responsibilities

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

• Educated to degree level or significant equivalent experience
• Required to hold NVQ Level 4 Admin/Customer Care or any other level 4 NVQ qualification relevant to the post or equivalent experience
• Knowledge of IM&T systems, or other patient administration systems or experience using databases
• Competent in the use of modern IT packages, including Excel, Work, Outlook
• Relevant Management qualification e.g., ILM (Institute of Leadership and Management) level 4, NEBs

Experience

• Experience of developing staff rotas
• Experience of allocating staffing resources
• Ability to work on own initiative and as part of team
• Able to communicate with all levels of staff representatives and managers in a clear and confident manner
• Sound knowledge of IT systems
• Previous NHS experience
• Ability to supervise staff, including workload, competencies, personal progression and day to day supervision.

Aptitude and Abilities

• Ability to manage staff effectively, deal with sensitive issues and make decisions in line with the Health Boards Policies and Procedures
• Ability to co-ordinate and alter complex work schedules
• Ability to work to strict deadlines and to priorities tasks
• Ability to communicate important information clearly and accurately
• Knowledge of patient confidentiality
• Ability to speak Welsh
• Previous experience of working in a hospital environment or with health care professionals

Values

• Additional demonstrable qualities that may be beneficial to the role, e.g. care, compassion, competence, communication, courage and commitment

Other

• Ability to work on own initiative but also work as part of a team
• Ability to work in a busy environment and cope under pressure
• Able to work flexibly

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.