Job summary The post holder will provide administrative and clerical support to the Regional Ophthalmology service within the Scheduled Care Division. The post holder is a key member of the team, working closely with the wider South East Wales Regional Ophthalmology service on the business management of the service. To provide management support to the management team and its clinicians to deliver outstanding service delivery and organisational performance. This includes working with others, to develop practical service planning delivery that supports improvements in patient experience and care and reduce the overall current waiting times for this service. The main focus of this role will to be to provide support to ensure access targets are met within the Regional Ophthalmology Service and that inpatient and outpatient capacity is well utilised. The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply. Main duties of the job ? To co-ordinate the booking of patients from across the Regional Ophthalmology service into outpatient and inpatient appointments.? Undertake effective communication with relevant staff on a pan South East Wales basis to achieve all targets? Instigate effective communication with other staff groups, both internal and external to the Directorate Regional service, to ensure effectivewaiting list management.? Actively review individual Health Board waiting lists on a Pan South East Wales basis to ensure the most efficient and timely treatment ofpatients is achieved. This would require ensuring clinical participation and subsequent ownership of this process.o To collect, collate and circulate, as appropriate, specific information required by the Manager, including activity and performance analysis,study, annual and sickness leave.o Under the direction of the Regional Team Leader, record and monitor patient complaints, undertaking routine collection of statements anddrafting initial responses as required.? As part of a team, support the overarching service delivery for the Regional Ophthalmology service, maintaining and delivering robustprocesses for the Regional Ophthalmology service.? Liaise with other teams within the Regional Ophthalmology service, CTM, AB and CAV ophthalmology services to include outpatient andsurgical teams.? Demonstrate commitment to equality, diversity and wellbeing. About us Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff. We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work. Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future. Date posted 04 November 2024 Pay scheme Agenda for change Band Band 5 Salary £30,420 to £37,030 a year Per annum Contract Permanent Working pattern Full-time Reference number 040-AC480-1124 Job locations Ty Gwent Llantarnam Industrial Park, Lake View Cwmbran NP44 3HR Job description 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 Being expected to act on own initiative, managing designated project elements that support the delivery of service improvements and ensuringdelivery of key results. Opportunities to gain initial experience in general managerial activities e.g. managing a change; managing meetings; writing reports, preparingand delivering presentations and dealing with the public. Develop and monitor internal services, protocols, systems and procedures, proposing changes to working practices that improve localprocesses to ensure a better quality of service. Required to plan, organise and co-ordinate a range of designated elements of projects and programmes that support improved patientservices. Exercise judgement involving facts and statistical data that require the analysis and comparison of a range of options, which includessupporting the evaluation of service reviews, safely, clinical governance systems, e-health activities and care pathways. Create reports and project briefing updates for dissemination as required. Communicate and liaise with all colleagues within the Scheduled Care Division, and across the local health and social networks. Effective management of filing systems and databases ensuring they are compliant with Health Board policy. Managment staff within the directorate The post holder may be required to produce reports and presentations based on a range of information from a variety of sources. Ensure that both electronic and hard copy information related to the department is stored appropriately and in particular on the shared,electronic drive for the Scheduled Care Division. Develop and use appropriate resources including online information resources such as databases, shared files, internet/intranet information and evidence bases in order to support the development and knowledge and expertise both within and external to the immediate team. Employees are required to comply with the requirements of the Health Boards IT Security Policy and standards to ensure that any informationheld on both manual and computer records are kept confidential and secure. You are reminded of your duties and responsibilities as an employee under the Data Protection Act of 1998, that you must ensure thatpersonal data is not negligently or unlawfully handled or disclosed to unauthorised persons. Job description 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 Being expected to act on own initiative, managing designated project elements that support the delivery of service improvements and ensuringdelivery of key results. Opportunities to gain initial experience in general managerial activities e.g. managing a change; managing meetings; writing reports, preparingand delivering presentations and dealing with the public. Develop and monitor internal services, protocols, systems and procedures, proposing changes to working practices that improve localprocesses to ensure a better quality of service. Required to plan, organise and co-ordinate a range of designated elements of projects and programmes that support improved patientservices. Exercise judgement involving facts and statistical data that require the analysis and comparison of a range of options, which includessupporting the evaluation of service reviews, safely, clinical governance systems, e-health activities and care pathways. Create reports and project briefing updates for dissemination as required. Communicate and liaise with all colleagues within the Scheduled Care Division, and across the local health and social networks. Effective management of filing systems and databases ensuring they are compliant with Health Board policy. Managment staff within the directorate The post holder may be required to produce reports and presentations based on a range of information from a variety of sources. Ensure that both electronic and hard copy information related to the department is stored appropriately and in particular on the shared,electronic drive for the Scheduled Care Division. Develop and use appropriate resources including online information resources such as databases, shared files, internet/intranet information and evidence bases in order to support the development and knowledge and expertise both within and external to the immediate team. Employees are required to comply with the requirements of the Health Boards IT Security Policy and standards to ensure that any informationheld on both manual and computer records are kept confidential and secure. You are reminded of your duties and responsibilities as an employee under the Data Protection Act of 1998, that you must ensure thatpersonal data is not negligently or unlawfully handled or disclosed to unauthorised persons. Person Specification Qualifications Essential Educated to degree or equivalent or significant direct experience at senior level Working knowledge of Microsoft Office applications, particularly MS Word, Excel, Outlook, PowerPoint Desirable ECDL Experience Essential Relevant previous experience in a similar lead role Extensive secretarial/administrative experience Ability to use Myrddin Knowledge of RTT rules Ability to use RTT databases Ability to use CWS system Ability to use ORMIS theatre system Excellent keyboard skills and numeracy Working in a confidential, high-pressured environment, planning and delivering high quality work to tight deadlines with attention and detail Experience of establishing and maintaining complex office systems Experience of managing waiting times for patients and validation process Working experience of dealing with Board members and/or senior managers understanding the necessity to act in a pleasant and courteous manner whilst working effectively with others Skills and Attributes Essential Excellent communication skills and ability to communicate well with staff at all levels; confidence to communicate effectively at levels involving director and senior executive levels Excellent organisational skills Confident in providing, receiving and dealing with complex, sensitive or confidential information Ability to negotiate with a diverse range of people across the whole Health Board and externally considering and overcoming barriers to communication to improve consistency in the understanding of complex information. Ability to work on own initiative, autonomously and as part of a team at a variety of different levels and to prioritise work load to achieve deadlines Ability to summarise research/documents and extract relevant data/information Minute taking Good people management skills Excellent verbal and written skills Desirable Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh Other Essential Self-motivating Adaptable Positive and supportive attitude Able to use own initiative Outgoing Flexible to meet service needs and can be decisive Tact/diplomacy when dealing with difficult situations Show resilience, stamina and reliability under sustained pressure Requirement to travel within the HB area Person Specification Qualifications Essential Educated to degree or equivalent or significant direct experience at senior level Working knowledge of Microsoft Office applications, particularly MS Word, Excel, Outlook, PowerPoint Desirable ECDL Experience Essential Relevant previous experience in a similar lead role Extensive secretarial/administrative experience Ability to use Myrddin Knowledge of RTT rules Ability to use RTT databases Ability to use CWS system Ability to use ORMIS theatre system Excellent keyboard skills and numeracy Working in a confidential, high-pressured environment, planning and delivering high quality work to tight deadlines with attention and detail Experience of establishing and maintaining complex office systems Experience of managing waiting times for patients and validation process Working experience of dealing with Board members and/or senior managers understanding the necessity to act in a pleasant and courteous manner whilst working effectively with others Skills and Attributes Essential Excellent communication skills and ability to communicate well with staff at all levels; confidence to communicate effectively at levels involving director and senior executive levels Excellent organisational skills Confident in providing, receiving and dealing with complex, sensitive or confidential information Ability to negotiate with a diverse range of people across the whole Health Board and externally considering and overcoming barriers to communication to improve consistency in the understanding of complex information. Ability to work on own initiative, autonomously and as part of a team at a variety of different levels and to prioritise work load to achieve deadlines Ability to summarise research/documents and extract relevant data/information Minute taking Good people management skills Excellent verbal and written skills Desirable Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh Other Essential Self-motivating Adaptable Positive and supportive attitude Able to use own initiative Outgoing Flexible to meet service needs and can be decisive Tact/diplomacy when dealing with difficult situations Show resilience, stamina and reliability under sustained pressure Requirement to travel within the HB area 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 Aneurin Bevan University Health Board Address Ty Gwent Llantarnam Industrial Park, Lake View Cwmbran NP44 3HR Employer's website https://abuhb.nhs.wales/ (Opens in a new tab)