Senior Administrator E-Rostering Support
THIS IS A FIXED TERM CONTRACT FOR 6 MONTHS DUE TO THE REVIEWING THE STAFFING IN THE UNSCHEDULED CARE TEAMS.
The post holder will be a key individual in providing administrative and E-Rostering support to the department, ensuring Rotas are produced timely using effective staffing levels through the effective use of the Health Board's rostering systems.
You will work on your own initiative to support the Manager in the provision of effective Time & Attendance and E-Rostering Systems to the service.
In the course of your duties, you will undertake full administration services to ensure the smooth operation of the department. Working within Occupational Policies, you will provide specialist training and advice in the use of E-Rostering for the team. You will also:
1. Assist staff across the department in their usage of the rostering system and respond to queries relating to Time & Attendance and Rostering.
2. Provide ad hoc information reports to senior managers, assisting in the data cleansing process, ensuring that the systems are kept up to date.
3. Organise meetings, taking and transcribing minutes.
Main duties of the job
Be the first point of contact for all queries relating to the department's rostering arrangements.
Communicate with internal and external stakeholders to ensure that the staffing levels are adequate for the shifts within the department. This can be complex due to the nature of the services that need to be covered.
Provide a link between Payroll and Managers/Staff to deal with any queries/complaints over pay anomalies downloaded from the Time and Attendance system, using tact and patience when dealing with barriers to understanding. Many of these queries have short notice reaction times due to their financial nature.
Respond to system issues and make appropriate routine adjustments. Where there are complex faults, the post holder will need to report these to the senior Manager.
Attend multi-disciplinary meetings and prepare documentation and slides, e.g., statistics in preparation for meetings, and distribute minutes within the given deadline.
Deal with highly confidential and sensitive documents/issues/enquiries relating to the department, always maintaining the strictest confidentiality and discretion.
Provide secretarial support and formal minute-taking of Serious Incident Reviews, Disciplinary Hearings, and Suspension Hearings required by the manager. Collate requested data from Senior Members of staff and analyse/organise as required, producing analytical documents to display results.
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.
You might be a nurse or doctor, maybe you specialise in a health science/therapy, or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements, and volunteering roles available.
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 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.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome.
Person Specification
* Diploma in Administration or equivalent administrative qualification/experience.
* Demonstrates ability to use computer programmes, e.g., Microsoft Word, Excel, and Teams.
Essential Aptitude and Abilities
* Good organisational skills.
* Proven ability to prepare written/typed documents both structurally and grammatically correct.
* Good written and verbal communication skills.
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.
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