Senior Administration Supervisor

Swansea University; Port Talbot; On-site; GBP 26,000 - 30,000; Full time

Job description

Job Summary

An exciting opportunity has arisen for a friendly and experienced individual to join the Administration team within Wales Fertility Institute.

Wales Fertility Institute is a NHS facility, managed by Swansea Bay University Health Board, that offers a full range of assisted reproduction treatments and the highest standard of care for individuals and couples across South and Mid Wales. Our services are primarily based at Neath Port Talbot Hospital, with Andrology services based at Singleton Hospital, Swansea, and the University Hospital of Wales, Cardiff. Our team of highly qualified professionals includes consultants, embryologists, nurses, laboratory, counselling and administration staff.

We are looking for an enthusiastic and well-motivated individual who has excellent communication, organisational and interpersonal skills, with the ability to work as part of a team and on your own initiative.

The post holder will be required to provide a confidential, high quality secretarial and administration support to the Medical and Senior Management Teams.

This role will also be responsible for the coordination of patient pathways and assisting with the delivery of performance and quality standards within the service.

The successful applicant will be able to demonstrate excellent IT, communication and organisational skills.

Main duties of the job

Providing a high quality secretarial and administrative service to the Medical team and Senior Management Team, which will include diary management, digital dictation, coordination of meetings, collation of case notes for clinical review, recording annual/study/professional leave, dealing with departmental mail and patient admin, such as results, and responding to patient queries.

Assisting the Quality manager with maintaining Quality standards within the service, which will include updating the audit calendar and overseeing document management within the Quality Management System.

Reviewing patient pathways and undertaking validation of performance information that is relevant to the service, for example RTT and FUNB waiting lists, and collating activity reports as directed by the line manager.

Respond to escalated enquiries, which may include dealing with anxious patients and relatives.

About Us

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.

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.

Date posted

08 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,928 to £29,551 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

130-AC038-0425

Job locations

NEATH PORT TALBOT HOSPITAL
BAGLAN WAY
Port Talbot
SA12 7BX

Job Description

Responsibilities

Please see the attached job description and person specification for an outline of the job requirements. This is available for you bilingually, in English and Welsh.

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

Person Specification

Administration

Essential

• Customer/Patient-facing service experience
• Experience in administration role
• Working knowledge of filing/data systems, including records management

Desirable

• Experience as a medical/support secretary
• Ability to work without direct supervision

Pathway management

Essential

• Experience of typing and dealing with clinical documentation
• Knowledge of RTT or patient pathway management

Desirable

• Knowledge of NHS patient information systems

Communication

Essential

• Communicate effectively when dealing with difficult situations/conversations

Desirable

• Ability to work independently as well as part of a multi-disciplinary team

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

Employer details

Employer name: Swansea Bay University Health Board

Address: NEATH PORT TALBOT HOSPITAL
BAGLAN WAY
Port Talbot
SA12 7BX

Employer's website: https://sbuhb.nhs.wales/