Directorate Administrative Support

www.healthjobsuk.com - jobboard; Cardiff; On-site; GBP 25,000 - 27,000; Full time

Job summary

A prominent NHS organization in Cardiff is seeking an Administrative Support team member for the Peri-Operative Care Team. The role requires excellent interpersonal and computer skills, along with the ability to work independently and as part of a team. Responsibilities include maintaining rostering systems, assisting clinical leaders, and ensuring quality customer service. Candidates should demonstrate organizational skills and confidentiality. The ability to speak Welsh is desirable but not mandatory.

Qualifications

• Proven organizational skills and attention to detail.
• Ability to maintain confidentiality and provide quality service.
• Ability to work independently and as part of a team.

Responsibilities

• Oversee Rosterpro for staff in main theatres.
• Handle administrative duties for Clinical Leaders & Assistant Service Managers.
• Maintain accurate records of staff leave and overtime.

Skills

Excellent interpersonal skills

Customer service skills

Computer skills

Organizational skills

Tools

Excel

Rosterpro

Oracle

PMS

Job description

Employer Cardiff and Vale University Health Board Employer type NHS Site University Hospital of Wales Town Cardiff Salary £25,313 - £26,999 . Salary period Yearly Closing 06/08/2025 23:59

Directorate Administrative Support

NHS AfC: Band 3

WHO WE ARE:

Cardiff and Vale University Health Board is one of the largest Integrated Health Board in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.

Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future. We have challenging times ahead, but we are confident that by tackling these challenges together, we can support people to live healthier lives and reduce the unfair differences in the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the next decade and beyond.

We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:

· We are kind and caring

· We are respectful

· We have trust and integrity

· We take personal responsibility

OUR REGION:

Wales has much to offer with miles of stunning coastline, UNESCO world heritage sites and beautiful countryside. Cardiff, the thriving Welsh capital, has something for everyone. It is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline, as well as charming towns including Penarth and Cowbridge. Those seeking more culture may find themselves drawn to the National Museum, St Fagan’s Museum of Welsh Life or the Millennium Centre, home of the Welsh National Opera. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.

The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.

Job overview

This is an exciting opportunity to join our Peri-Operative Care Team who provide support for all our Theatre suites in University Hospital of Wales. We are looking for suitable candidates to compliment our existing workforce.

The Administrative team has an integral role in the department and is responsible for supporting Clinical Leaders & Assistant Service Managers, reporting maintenance requests and supporting on basic administrative duties. The successful candidate must have an approachable and polite manner and have the ability to deal with customers at all levels both within the organisation and with external parties.

The successful candidate will require the ability to work well as a team player but also have the ability to work alone and use initiative. You will need to have excellent interpersonal and communication skills alongside good computer skills.

Confidentiality, accuracy and quality customer service are core principles in this role as we strive to provide a first class, patient focused service.

Hours of work will be 37.5 hours per week, in line with the service needs.

If you meet this criteria,have proven organisational skills and enjoy working as part of a team then we want to hear from you.

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

Overseeing Rosterpro for the staff in main theatres. Inputting all annual leave, overtime and sickness.

Overseeing overtime worked in other theatre departments is re-deployed correctly and entered on the cross charge spread sheet

Overseeing Inputting of Bank staff onto Rosterpro

Enrolling all new staff for main theatres and CHfW, and other areas in Peri-Operative care

Complete all termination/retirement forms for the staff in the area. Ensuring any changes forms are completed and sent to appropriate new managers, along with the personnel and sickness files.

Inform Rosterpro of all terminations and staff changes.

Maintain the excel spreadsheet of all private patients and waiting list initiatives carried out in main theatres ensuring information inputted is correct.

Complete the main theatres sickness spreadsheet and book. Inform payroll and HR when staff returns to work.

Work well under own initiative as well as part of a team on a day to day basis carrying out all duties to a high standard.

Must at all times respect the confidentiality of all electronically stored information and written data, particularly when it relates to the patients.

Participation in the annual departmental stock take as and when required.

Support Theatre reception as necessary

C arry out any other duties commensurate with the grade

Working for our organisation

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is “Living Well, Caring Well, Working Together”, and our vision is that every person’s chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Detailed job description and main responsibilities

1.Overseeing Rosterpro for the staff in main theatres. Inputting all annual leave, overtime and sickness. Informing the clinical leaders when correct and ready for verification

2.Overseeing overtime worked in other theatre departments is re-deployed correctly and entered on the cross charge spread sheet, inform the relevant departments so they can verify in a timely manner.

3. Overseeing Inputting of Bank staff onto Rosterpro and check the correct reference numbers are used.

4. Ensure pay returns are done on a weekly basis for the TSC and admin staff including overtime.

5. Ensure Cardiac team call shifts are inputted correctly and informing payroll monthly.

6. Dealing with pay queries

7. Enrolling all new staff for main theatres and CHfW, and other areas in Peri-Operative care in the absence of colleagues.

8.Complete all termination/retirement forms for the staff in the area. Ensuring any changes forms are completed and sent to appropriate new managers, along with the personnel and sickness files.

9. Inform Rosterpro of all terminations and staff changes.

10.Maintain the excel spreadsheet of all private patients and waiting list initiatives carried out in main theatres ensuring information inputted is correct.

11. Ensure all departmental filing is carried out correctly, keeping both personnel and sickness files up to date.

12. Complete the main theatres sickness spreadsheet and book. Inform payroll and HR when staff returns to work.

13.Complete the spreadsheet for all lockers in the main theatre suite, maintain the waiting list for lockers. Ensuring that when someone leaves the locker is emptied and the key is collected. Ensuring all lockers are fit for purpose before handing a key on.

14. Ability to use both Oracle for ordering the stock and PMS for checking/completing theatre lists.

15. Work well under own initiative as well as part of a team on a day to day basis carrying out all duties to a high standard.

16. Must at all times respect the confidentiality of all electronically stored information and written data, particularly when it relates to the patients.

17. Participation in the annual departmental stock take as and when required.

18. Ability to recognise and respond to the needs of others during times of distress or emotional circumstances, for both colleagues and visitors to the area.

19. Cover the main theatre/CHfW reception desks in the absence of colleagues. Ability to deal quickly with any emergency situation that should arise.

20. To carry out photocopying and filing for the department as and when required.

21. To carry out any other duties commensurate with the grade as requested by the Theatre Manager, Assistant Service Manager, Clinical Leaders and other senior members of the team.

Person specification

• Relative Experience
• Computer Skills
• Knowledge of Trust Policy & Procedures
• Other Experience
• Relative Experience
• Computer Skills
• Knowledge of Trust Policy & Procedures
• Other Experience

MANAGING YOUR APPLICATION:

We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated. We aim to create a working environment where every individual can fulfil their potential no matter their disability, sex, gender identity, race, sexual orientation, age, religion or belief, pregnancy and maternity or marriage and civil partnership status.We are keen to break down barriers in the UHB, and encourage applications from under-represented groups.

Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.

The UHB reserves 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.

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

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.