Main area: Wales Fertility Institute
Grade: Band 4
Contract: Secondment: 12 months
Hours: 32 hours per week (Part Time - minimum 30 hours per week. Can accommodate flexible working based around core office hours of Monday to Friday 9am-5pm.)
Job ref: 130-AC039-0425
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
Senior Service Administrator
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.
WFI is an NHS facility, managed by Swansea Bay University Health Board, that offers 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 who has 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 responsible for the effective co-ordination and administration of the fee-paying service and income generation schemes of the service, including the cryopreservation service.
The post holder will oversee the patient pathway for fee-paying patients, ensuring appointments are booked in a timely manner and payments are processed efficiently.
The post holder will work independently and unsupervised, using their initiative to ensure the effective prioritisation of work to meet competing demands and to ensure timely payments of services planned through the fee-paying service.
Main duties of the job
1. Maintain detailed records of patients attending fee-paying service.
2. Dealing with patient queries regarding fee-paying services and cryo-preservation of embryos and gametes, which may include anxious patients and relatives.
3. Work collaboratively with the Accounts/Debtors teams to ensure invoices are processed in a timely manner.
4. Oversee stationery and stock orders and process payments via the Oracle Procurement system.
5. Assist with the analysis, collation, and provision of activity data as requested by the Service Manager.
6. Act as a supportive and adaptable team member, assisting with the work of other administrators, to include providing annual leave/sickness cover for colleagues as and when required.
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 in 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 or, whether they are pregnant or have recently been on maternity leave, married or are 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
Administrative
* Customer/Patient-facing service experience
* Experience in an administrative role
* Working knowledge of filing/data systems, including records management
* Ability to work without direct supervision
Pathway Management
* RTT and patient pathway management
* NHS Experience - 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 Boards 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, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity, and marriage and civil partnership.
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.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
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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