Main area: Wales Fertility Institute
Grade: Band 4
Contract: Permanent
Hours: 37.5 hours per week (Can accommodate flexible working based around core office hours of Monday to Friday 9am-5pm. Part time welcome to apply - minimum 30 hours per week.)
Job ref: 130-AC038-0425
Employer: Swansea Bay University Health Board
Employer type: NHS
Site: Neath Port Talbot Hospital
Town: Port Talbot
Salary: £26,928 - £29,551 per annum, pro rata
Salary period: Yearly
Closing: 22/04/2025 23:59
Welcome
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea Bay University Health Board reserves the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore, we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
An exciting opportunity has arisen for a friendly and experienced individual to join the Administration team within Wales Fertility Institute.
Wales Fertility Institute is an NHS facility managed by Swansea Bay University Health Board, offering 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 with 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 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
1. 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.
2. 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.
3. Reviewing patient pathways and undertaking validation of performance information relevant to the service, for example RTT and FUNB waiting lists, and collating activity reports as directed by the line manager.
4. Responding to escalated enquiries, which may include dealing with anxious patients and relatives.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here at 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; 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.
Detailed job description and main 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
* Customer/Patient-facing service experience
* Experience in administration role
* Working knowledge of filing/data systems, including records management
* Experience as a medical/support secretary
* Ability to work without direct supervision
Pathway management
* Experience of typing and dealing with clinical documentation
* Knowledge of RTT or patient pathway management
* Knowledge of NHS patient information systems
Communication
* Communicate effectively when dealing with difficult situations/conversations
* Ability to work independently as well as part of a multi-disciplinary team
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism, thereby enhancing service users' experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Board's policy-making, service delivery, and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010.
We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability, please contact the Recruitment Team, who will agree on a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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