The Welsh Blood Services, Transplantation Services are looking for an enthusiastic, self-motivated Administrator to provide administrative/business support to the department. The role is fixed term until 16 May 2026 to cover a secondment.
Internal applicants will be considered for secondment with line manager approval.
The post holder will join the small existing team of Transplantation Services Administrators and will require proven computer skills, accuracy, and attention to detail. Applicants should enjoy working in a busy environment and be organised with excellent interpersonal and time management skills. The role is ideally suited to candidates with administrative experience and a positive approach to change. If you enjoy a varied workload, this could be the post for you.
The Transplantation Services department includes the Welsh Transplantation Laboratory, Welsh Bone Marrow Donor Registry, and UK NEQAS for Histocompatibility and Immunogenetics.
Main duties of the job
1. Entering of patient and basic laboratory test results into Laboratory LIMS system and report templates, for verification by scientists.
2. Filing of laboratory test results and relevant correspondence to maintain patient records.
3. Production of laboratory reports, includes system-generated reports for verification by scientists.
4. Distribution of patient reports to service users, by e-mail and post.
5. Setting up meetings, taking minutes, and distributing all relevant documentation.
6. Administration of staff workforce records, including attendance records, inductions, and sickness documentation.
7. Administration of department SOP training records using the eQMS system.
8. Coordinate purchasing and receipting goods via the Oracle system.
9. Completion of monthly pay returns in a timely manner ensuring all staff are paid correctly.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
* GCSE English, maths A - C grade or equivalent
* Good standard of knowledge in the use of IT packages, particularly Microsoft Office
* NVQ level 3 in Business Administration or equivalent qualification/experience.
* RSA stage II typing/word processing qualified or equivalent knowledge
* Knowledge of Welsh Blood Service function
* Knowledge of scientific/medical terminology
Experience
* Experience of working in an administrative environment
* Experience of communicating with different levels of staff
* Experience of dealing with confidential and sensitive data
* Maintenance and storage of records.
* Experience of operating Microsoft Office Suite
* Experience of implementing administrative policies and procedures
Skills and Attributes
* Extensive use of Windows-based applications at ECDL level or equivalent
* Formal minute-taking
* Organising/coordinating multiple internal and external meetings using own initiative to prioritise activities and meet deadlines
* Ability to organise and prioritise own workload.
* Ability to collate and store data in appropriate format.
* Good knowledge of office systems, procedures, and practices
* Able to communicate information, both verbally and in writing in a clear and concise manner.
* Ability to work as part of a team.
* Able to keep clear and accurate records, showing attention to detail.
* Able to read, understand and follow written instructions and perform basic calculations.
* Self-motivated, with the ability to work under pressure and to deadlines.
* Ability to enter data accurately onto appropriate computer packages.
* Experience in data manipulation.
Other
* Ability to work on own initiative.
* Well organised
* Ability to build excellent working relationships
* Understanding of issues of confidentiality and data protection
* Able to show self-motivation and use initiative, recognising limits of practice.
* Able to produce work to a high standard within required timescales.
* Ability to be flexible in accordance with exigencies of the service.
* Welsh Speaker (Level 1) or willingness to work towards.
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.
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