Job summary An opportunity has arisen for a skilled, reliable a highly organised individual with excellent communication, organisational and secretarial skills to join the multi-disciplinary team at AWTTC. The postholder will have excellent Microsoft Office skills. We are seeking a confident individual able to work well under pressure in a busy office environment. The ability to prioritise work to meet deadlines without supervision is fundamental to this role. Applicants will be enthusiastic, organised, reliable, motivated and enjoy being part of a team. AWTTC delivers a range of services to support the best use of medicines (see https://awttc.nhs.wales/). As such, the ability to communicate and work flexibly across each of the services is essential. The postholder will provide administrative support to the national Voluntary Scheme for Branded Medicines Pricing, Access and Growth (VPAG) Programme and associated projects within AWTTC. The aim of the programme is to improve the implementation and uptake of new medicines. The role will involve communication with key stakeholders. The ability to travel to set up external meetings is essential. The successful candidate will be a highly skilled administrator with experience of dealing with commercially sensitive/confidential information and able to adapt to meet the needs of the service. Main duties of the job The postholder will be required to: Manage the administrative functions within the service and take leadership for the delivery and development of admin operations within the section. Prioritise own workload, including long-terms tasks, in support of the service and work well under pressure. Work without immediate referral to the Senior Liaison Manager using own initiative and problem solve. Support the senior management team in performing designated activities and tasks that contribute to any of AWTTC's service objectives working as part of an enthusiastic and highly motived team. About us 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. Date posted 04 March 2025 Pay scheme Agenda for change Band Band 5 Salary £30,420 to £37,030 a year per annum Contract Permanent Working pattern Full-time, Flexible working, Home or remote working Reference number 001-AC022-0325 Job locations University Hospital Llandough Llandough Hosp AWTTC, Academic Centre Vale of Glamorgan CF64 2XX Job description Job responsibilities 1. Line management of staff performing administrative functions within the service. Responsibility for the standards of work of all A&C staff and ensuring compliance with relevant Departmental and UHB policies. Review performance and sickness levels, conduct personal development review and deal with any grievances/disciplinary issues. 2. Advise the Senior Liaison Manager on the development of the administrative function and interrelationships with the teams. 3. Undertake audits/surveys of the administrative support services. Identify, initiate and implement improvements to administrative functions within AWTTC. Take a strategic view of the effects of service development on administrative staff resources. Advise the Senior Management Team as appropriate. 4. Collate, produce and present statistical information within agreed deadlines using appropriate IT skills for national and local information liaising with senior staff and colleagues. 5. Attend relevant meetings, representing AWTTC and input as appropriate. Communicate progress/outcomes of meetings to senior staff or advise others accordingly. Attend meetings and take accurate notes for distribution. 6. Assist the Senior Liaison Manager in developing and maintaining effective communication within and outside the service. Initiate the development and introduction of measures to improve communication with particular responsibility for administrative staff and functions. 7. Deal with enquiries and potential complaints and ensure their resolution when not achieved by other staff. Advise the Senior Management Team of any necessary or outstanding issues. 8. Assist the Senior Management Team with the delivery of an effective and efficient admin service and contribute to service improvements in line with departmental objectives. 9. Responsible for recruitment and line management of A&C staff. This includes developing the job advertisement, job description and personal specification, short listing and interviewing applicants. 10. Assist with the setting up of starters for the service. 11. Make appropriate arrangements for members of staff to attend meetings, conferences and courses. 12. Responsible for the planning and delivery of in-house training of administrative and clerical staff, and other staff as required, meeting identified training needs, planning delivery within/outside the department. 13. Arrange and lead regular Administration Team meetings, ensuring effective communication in between meetings. Provide ongoing support to A&C staff and represent the Administration Team at senior staff meetings. 14. Assist in the administration of the recruitment of staff. This includes submitting recruitment materials to the Recruitment Department and arranging short listing and interview dates. 15. Purchasing of departmental supplies/office equipment using Oracle. 16. Maintain copies of policies, procedures and processes, monitoring and ensuring compliance. Produce standard operating procedures to support the administrative function. 17. Investigate and provide support to the Senior Liaison Manager on receipt of complaints relating to A&C staff. 18. Complete temporary or off payroll staff returns and submit each month. 19. Oversee the planning of activity and diary programming to help ensure the efficient use of resources. Liaise with colleagues across health boards to maintain effective communication to coordinate the programming across the service and otherwise improve such planning. 20. Provide a comprehensive and efficient secretarial service including: diary management, arrangement of meetings, liaising with other internal and external stakeholders, preparation of routine returns and expenditure claims. 21. Manage enquiries and acquire information, including through thorough investigation with others internal and external to the Health Board. 22. Organising national advisory group meetings and other steering committees/working groups/conferences (either face-to-face, online or hybrid meetings) and preparing formal minutes. 23. Responsible for recording and processing conflicts of interest received from internal and external staff and committee members. 24. Responsible for recording all admin staff sickness absences and arranging cover where necessary, ensuring working hours are met and any time owed to staff is taken in accordance with the needs of the service. 25. Process annual leave requests from A&C staff, ensuring appropriate cover. 26. Assist staff with any Information Technology (IT) problems. Pursue and monitor progress, negotiate with the IT Department where necessary. 27. Responsible for maintaining the departments photocopiers/printers. 28. General office duties including processing of incoming/outgoing mail, photocopying, filing and dealing with telephone enquiries. 29. Ensure there is a safe working environment for admin staff, reporting any difficulties to the Senior Liaison Manager. Job description Job responsibilities 1. Line management of staff performing administrative functions within the service. Responsibility for the standards of work of all A&C staff and ensuring compliance with relevant Departmental and UHB policies. Review performance and sickness levels, conduct personal development review and deal with any grievances/disciplinary issues. 2. Advise the Senior Liaison Manager on the development of the administrative function and interrelationships with the teams. 3. Undertake audits/surveys of the administrative support services. Identify, initiate and implement improvements to administrative functions within AWTTC. Take a strategic view of the effects of service development on administrative staff resources. Advise the Senior Management Team as appropriate. 4. Collate, produce and present statistical information within agreed deadlines using appropriate IT skills for national and local information liaising with senior staff and colleagues. 5. Attend relevant meetings, representing AWTTC and input as appropriate. Communicate progress/outcomes of meetings to senior staff or advise others accordingly. Attend meetings and take accurate notes for distribution. 6. Assist the Senior Liaison Manager in developing and maintaining effective communication within and outside the service. Initiate the development and introduction of measures to improve communication with particular responsibility for administrative staff and functions. 7. Deal with enquiries and potential complaints and ensure their resolution when not achieved by other staff. Advise the Senior Management Team of any necessary or outstanding issues. 8. Assist the Senior Management Team with the delivery of an effective and efficient admin service and contribute to service improvements in line with departmental objectives. 9. Responsible for recruitment and line management of A&C staff. This includes developing the job advertisement, job description and personal specification, short listing and interviewing applicants. 10. Assist with the setting up of starters for the service. 11. Make appropriate arrangements for members of staff to attend meetings, conferences and courses. 12. Responsible for the planning and delivery of in-house training of administrative and clerical staff, and other staff as required, meeting identified training needs, planning delivery within/outside the department. 13. Arrange and lead regular Administration Team meetings, ensuring effective communication in between meetings. Provide ongoing support to A&C staff and represent the Administration Team at senior staff meetings. 14. Assist in the administration of the recruitment of staff. This includes submitting recruitment materials to the Recruitment Department and arranging short listing and interview dates. 15. Purchasing of departmental supplies/office equipment using Oracle. 16. Maintain copies of policies, procedures and processes, monitoring and ensuring compliance. Produce standard operating procedures to support the administrative function. 17. Investigate and provide support to the Senior Liaison Manager on receipt of complaints relating to A&C staff. 18. Complete temporary or off payroll staff returns and submit each month. 19. Oversee the planning of activity and diary programming to help ensure the efficient use of resources. Liaise with colleagues across health boards to maintain effective communication to coordinate the programming across the service and otherwise improve such planning. 20. Provide a comprehensive and efficient secretarial service including: diary management, arrangement of meetings, liaising with other internal and external stakeholders, preparation of routine returns and expenditure claims. 21. Manage enquiries and acquire information, including through thorough investigation with others internal and external to the Health Board. 22. Organising national advisory group meetings and other steering committees/working groups/conferences (either face-to-face, online or hybrid meetings) and preparing formal minutes. 23. Responsible for recording and processing conflicts of interest received from internal and external staff and committee members. 24. Responsible for recording all admin staff sickness absences and arranging cover where necessary, ensuring working hours are met and any time owed to staff is taken in accordance with the needs of the service. 25. Process annual leave requests from A&C staff, ensuring appropriate cover. 26. Assist staff with any Information Technology (IT) problems. Pursue and monitor progress, negotiate with the IT Department where necessary. 27. Responsible for maintaining the departments photocopiers/printers. 28. General office duties including processing of incoming/outgoing mail, photocopying, filing and dealing with telephone enquiries. 29. Ensure there is a safe working environment for admin staff, reporting any difficulties to the Senior Liaison Manager. Person Specification English Essential Educated to degree level or relevant experience Previous experience in a busy office environment working with sensitive information Ability to set up external meetings and takes minutes Desirable Experience of maintaining a website Knowledge of hospital systems English Essential Knowledge of Microsoft Office Desirable Experience of budget management English Essential Excellent communication and interpersonal skills Desirable Willingness to learn Person Specification English Essential Educated to degree level or relevant experience Previous experience in a busy office environment working with sensitive information Ability to set up external meetings and takes minutes Desirable Experience of maintaining a website Knowledge of hospital systems English Essential Knowledge of Microsoft Office Desirable Experience of budget management English Essential Excellent communication and interpersonal skills Desirable Willingness to learn 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Cardiff and Vale University Health Board Address University Hospital Llandough Llandough Hosp AWTTC, Academic Centre Vale of Glamorgan CF64 2XX Employer's website https://cavuhb.nhs.wales/ (Opens in a new tab)