Job summary 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 The post holder will be able to manage own workload with minimal supervision within agreed guidelines. Plans own workload to ensure that weekly, monthly and annual targets are met. Will need to be able to work under pressure to tight deadlines with sometimes conflicting priorities. 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. 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. 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 Manger Soft FM/Head of Catering as appropriate. Provide Admin Support Service to Estates and Facilities, Assistant Operations Manager Soft FM and Catering Manager including arranging and servicing meetings including taking minutes, prepare 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. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through: Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest; Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire; 48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres; Numerous locations providing mental health and learning disabilities services; Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales. Date posted 06 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,433 to £26,060 a year per annum (pro rata if part time) Contract Permanent Working pattern Part-time Reference number 100-AC234-1124 Job locations Withybush General Hospital Fishguard Road Haverfordwest SA61 2PZ Job description 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 Job description 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 Essential Level 3 Qualifications (A Levels, AS Levels, NVQ3) OR Equivalent demonstrable experience in an administrative role Desirable ECDL or equivalent experience/qualification Knowledge of Oracle purchasing system Knowledge of Smart Ehl system Experience Essential 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 range of Microsoft Office IT programmes such as Word, Excel and Email Desirable 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 Desirable welsh speaker ( Level 1 ) Person Specification Qualifications and Knowledge Essential Level 3 Qualifications (A Levels, AS Levels, NVQ3) OR Equivalent demonstrable experience in an administrative role Desirable ECDL or equivalent experience/qualification Knowledge of Oracle purchasing system Knowledge of Smart Ehl system Experience Essential 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 range of Microsoft Office IT programmes such as Word, Excel and Email Desirable 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 Desirable welsh speaker ( Level 1 ) 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 Hywel Dda University Health Board Address Withybush General Hospital Fishguard Road Haverfordwest SA61 2PZ Employer's website https://hduhb.nhs.wales/ (Opens in a new tab)