This post is for a Part-time 15 hours, working 5 hours over 3 days, permanent Band 3 Facilities Admin Officer based at Withybush General Hospital.
The post holder will be responsible for providing administrative and clerical support within the Facilities Departments at Withybush. This post will also maintain department records on both manual and computerised systems, producing reports as required. The post holder will be responsible for placing orders via the computerised procurement system (Oracle), arranging payments for goods and services received, and dealing with financial enquiries from suppliers or staff, investigating queries and advising of outcomes.
The post holder will play an integral part in administering an efficient payroll system (using SMART EHL) for the Hotel Services and Catering Department ancillary staff. The post holder will be guided by precedent and clearly defined occupational policies, protocols, and procedures or codes of conduct. Work is managed rather than supervised.
Main duties of the job
1. The post holder will be able to manage their own workload with minimal supervision within agreed guidelines.
2. Plans their own workload to ensure that weekly, monthly, and annual targets are met.
3. Will need to be able to work under pressure to tight deadlines with sometimes conflicting priorities.
4. The post holder will have the ability to analyse and resolve problems identified on the T&A system (Smart) and/or ESR System. Will provide support to operational staff with Self Service.
5. Responsible for dealing with queries from staff, clients, and suppliers, e.g. queries relating to issues of incorrect/nonpayment of invoices, VAT, or other sensitive issues in line with Health Board Policies and Financial Standing Orders.
6. The post holder will have the ability to analyse and resolve problems balancing invoices received against orders raised, reporting anomalies identified to the Facilities Admin Manager/Assistant Operations Manager Soft FM/Head of Catering as appropriate.
7. Provide Admin Support Service to Estates and Facilities, Assistant Operations Manager Soft FM, and Catering Manager including arranging and servicing meetings, taking minutes, preparing reports, documents, and other correspondence as directed.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire, and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health, and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales.
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 28/11/2024.
Person Specification
Qualifications and Knowledge
* Level 3 Qualifications (A Levels, AS Levels, NVQ3) OR Equivalent demonstrable experience in an administrative role.
* ECDL or equivalent experience/qualification.
* Knowledge of Oracle purchasing system.
* Knowledge of Smart EHL system.
Experience
* Experience of working in a busy office environment as part of a team in an administrative role.
* Experience working with spreadsheets.
* Familiar and confident using a range of Microsoft Office IT programmes such as Word, Excel, and Email.
* Knowledge of Health Board Policies and Procedures.
* Knowledge of Health Board Financial systems and Financial Standing Orders.
* Experience of working in soft FM.
* Previous experience of working in the NHS.
* Experience of Payroll and T&A Computer Systems.
Language 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.
£24,433 to £26,060 a year per annum (pro rata if part-time).
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