Senior Administrative Officer

NHS; Mountain Ash; On-site; GBP 26,000 - 30,000; Full time

Job summary

A leading health organization is seeking an administrative support professional to provide high-quality data analysis and administrative assistance within the vaccination and immunisation services. The role involves managing information systems, liaising with health professionals, and supporting health protection initiatives. Candidates should possess strong data management skills and be able to adapt quickly in a busy environment.

Qualifications

• Knowledge of administrative practices and policies.
• Proficiency in data entry and database management.
• Experience in statistical/analytical work.

Responsibilities

• Provide high-quality administrative and data analysis support.
• Manage diary, take meeting notes, and maintain records.
• Analyze data from Public Health Wales and produce reports.

Skills

Data entry

Database management

Statistical analysis

Communication

Prioritization

Education

Diploma or equivalent experience

Advanced ECDL or similar

Job description

Job summary

The post holder will work independently within Cwm Taf Morgannwg University Health Board (CTMUHB) policies and procedures, providing high-quality administrative and data analysis support to the vaccination and immunisation/Health Protection Services.

The role includes duties such as diary management, meeting note-taking, using various IT applications, analyzing data from Public Health Wales, maintaining spreadsheets and action plans, producing immunisation uptake reports, setting up databases, and inputting information into the Immunisation dashboard.

The post holder will also monitor CTMUHB Immunisation Service enquiries, handle calls, maintain records, manage correspondence, arrange training, book appointments, and support wider Health Protection activities.

Effective communication with multidisciplinary teams, partner organisations, patients, families, and other professionals is essential. Travel to multiple sites may be required to support clinical teams.

Main duties of the job

1. Ensure vaccination and immunisation/Health Protection information is processed according to policies and procedures.
2. Develop or adapt web pages and immunisation reports.
3. Assist in analyzing and interpreting immunisation data.
4. Liaise with health professionals, UHB staff, and external agencies to support complex patient requests.
5. Plan and adjust tasks as needed.
6. Allocate work to administrative staff daily.
7. Support outreach vaccination and health protection initiatives.
8. Manage information systems for statistical data collection.
9. Oversee rota systems and administrative support allocation.
10. Assist in shift allocation for bank staff under senior management guidance.
11. Handle statistical and analytical queries, set up new systems and databases to improve service delivery.
12. Serve as a point of contact for CTM enquiries and support the Senior Administration Manager.
13. Complete and review departmental risk assessments.
14. Perform general administrative tasks such as photocopying, faxing, scanning, and filing.

About us

Cwm Taf Morgannwg University Health Board is part of NHS Wales, providing primary, secondary, and community health services to around 450,000 residents across Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf.

Our core values include:

• We listen, learn, and improve
• We treat everyone with respect
• We work together as one team

With about 80% of our 15,000 staff living locally, our workforce is integral to our community's wellbeing.

Details

Date posted: 22 May 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £26,928 to £29,551 per annum

Contract: Permanent

Working pattern: Full-time

Reference number: 110-AC108-0525

Location: Ynysmeurig House, Mountain Ash, CF45 4SN

Job responsibilities

You can find the full Job description and Person Specification attached in the supporting documents or by clicking 'Apply now' to view in Trac.

Person Specification

Knowledge (Essential):

• Knowledge of one or more computer systems, hardware, software, or telephony systems, acquired through a diploma or equivalent experience/qualification, advanced ECDL, or similar.
• Advanced keyboard skills for data entry and manipulation.
• Knowledge of administrative and secretarial practices, policies, and procedures, with skills and experience at diploma level or equivalent.
• Knowledge of WIS administration system and organisational policies.

Knowledge (Desirable):

• Understanding of Public Health epidemiology.
• Understanding of Primary Care functions.
• Knowledge of immunisation terminology, training in clinical systems like Myrddin or Oracle, and Welsh language skills.

Experience & Skills (Essential):

• Proficiency in data entry and database management.
• Experience in statistical/analytical work, validation, and working in busy, multidisciplinary environments.
• Experience with data analysis, report writing, and using computer packages.
• Ability to prioritize and adapt tasks quickly.
• Willingness and ability to travel across CTM in a timely manner.

This role is subject to a DBS check and requires a valid right to work in the UK, with sponsorship considerations outlined in the application process.