Higher Qualifications Placement Coordinator INTERNAL

Betsi Cadwaladr University Health Board; Holywell; On-site; GBP 20,000 - 28,000; Full time

Job summary

Betsi Cadwaladr University Health Board (BCUHB) in Holywell is offering a Higher Education placement co-ordinator role on a fixed term/ secondee basis until 31/03/2027. You will allocate placements for postgraduate optometrists, coordinate with hospital staff, and ensure governance and documentation are in place.

The role requires NHS/HEI experience, strong IT, and diary management skills. Applicants should be prepared to work on-site at Holywell Community Hospital, with Welsh language ability

Qualifications

• Educated to NVQ Level 4 Administration/ Customer Care or equivalent experience
• GCSE or Equivalent in English and Maths grades A-C
• High Standard of IT knowledge and evidence of using PCs and software
• Experience of working in a secretarial or administrative post

Responsibilities

• Allocate placements for postgraduate optometrists ensuring standard and quality requirements are met
• Collaborate with hospital site staff to understand timetabling and placement needs
• Develop detailed understanding of timetabling provisions to accurately place trainees
• Liaise with HEIW, NHS directors and other placement providers to optimise clinic capacity
• Identify and escalate issues regarding placements to the placement lead in HEIW
• Create and maintain effective electronic filing systems and documents

Skills

Admin skills

MS Office

Diary management

Secretarial experience

NHS / HEI experience

Education

NVQ level 4 admin

GCSE English & Maths

IT competency

Secretarial diploma

Tools

Welsh PAS knowledge

Job description

PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY Betsi Cadwaladr University Health Board
This post is Fixed term/Secondment until 31/03/27 to meet the needs of the service.

Job Overview

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.

An exciting opportunity has arisen for an Higher Education placement co - Ordinator within Holywell Community Hospital , to allocate placements for post graduate optometrists in their Health Board ensuring the standard and quality requirements are met.

Main duties of the job

• Work closely with hospital staff, including Learning and Development team, to understand and collaborate around existing clinical & administrative rotas, clinic room availability and annual medical / nursing student placement timetables, to avoid scheduling conflicts.
• Allocate trainees a mentor Consultant Ophthalmologist, taking into consideration the relevant placement speciality and consultant agreement / workload.
• Work closely with hospital site staff including medical teams and secretarial teams, to develop a detailed understanding of timetabling provision of the services relevant to placements in order to accurately place trainees. This may be necessitated on- site visita at times.
• Liaise and maintain good working relationships with HEIW, NHS directors and other placement providers, the clinical director of ophthalmology and the ophthalmology clinicians to make the best of clinic capacity and training placements, attending clinics where appropriate.
• To be responsible for identifying and escalating any issues regarding placements to the placement lead in HEIW.
• Create and maintain accurate and effective and electronic filing systems, responsible for creating and maintaining computerised documents, i.e. Access, Outlook and Word.

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

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.

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.

Detailed Job Description And Main Responsibilities

• Allocate placements for post graduate optometrists in their Health board ensuring the standard and quality requirements are met (taking into account special requirements / restrictions).
• Work closely with hospital site staff including medical teams and secretarial teams, to develop a detailed understanding of timetabling provision of the services relevant to placements in order to accurately place trainees. This may be necessitated on- site visita at times.
• Working within the health board (and other health boards) to outline a consistent approach regarding governance, for example, ensuring honorary contracts for postgraduate students are in place before they are placed within any practice / placement environment and rules regarding cancellation of placements by any party.
• Establish that Occupational Health has approved the trainee to commence their first placement.
• Rearrange training placements as needed following an interruption or resumption of training.
• Ensure outcomes of clinic attendance have been accurately recorded.
• Ensure placements and honorary contract are processed in a timely manner and that appropriate paperwork has been completed, sent and received.
• Monitor the use of IT equipment, ensuring appropriate access is granted to students prior to their placement.
• Ensure the effective and efficient use of IT equipment and stationery, while maintaining stock control.
• Proactively manage the placements to avoid breaches and take steps to resolve any issues.

Person specification

Qualifications And Knowledge

Essential criteria

• Educated to NVQ Level 4 Administration/ Customer Care or acquired equivalent experience
• GCSE or Equivalent in English and Maths grades A-C
• High Standard of IT knowledge and evidence of using PC`s and software
• Experience of working in a secretarial or administrative post

Desirable criteria

• Understanding of Optometry Services
• Knowledge of Welsh Patient Administration System (PAS) type software
• Admin / Secretarial Diploma -Vocational Level 3 or equivalent

Experience

Essential criteria

• Experience in working within the NHS or Higher Education Institution role.
• Experience of administering meetings and diaries
• Excellent administration /organisational and time management skills
• Excellent presentation and accuracy of work
• Excellent planning and prioritisation skills
• Team Management skills
• Ability to manage difficult/crisis situations and respond effectively
• Ability to work with discretion, sensitivity and maintain confidentiality
• Ability to deliver tight deadlines and able to prioritise

Desirable criteria

• Welsh Speaker

Skills And Attributes

Essential criteria

• Excellent knowledge of all Microsoft Office applications and the ability to master new applications
• Organisation – ability to manage a complex electronic diary requiring frequent adjustment and consultation to keep up to date
• Ability to work to strict deadlines and prioritise tasks with minimal supervision
• Note/minute taking
• Shows respect for others’ views and appreciate others’ inputs and encourage colleagues to display our values.
• Motivated to use initiative to recognise problems and seek solutions whilst understanding the importance of empowering and enabling others.
• Shows resilience, adaptability and flexible approach as situations arise.
• Ability to prioritise