Job summary The post holder will support the Clinical director and Therapy senior leadership team in the day to day operational management of the service, and the delivery of key objectives within the finance, health and safety, clinical governance and learning and development agendas. Working closely with the Therapies Senior Leadership team to co-ordinate business functions across the services, the post holder will be expected to work flexibly to support the leadership team across the whole health board. The post holder will also hold accountability for ordering and procuring administrative and clinical equipment and supplies for the Therapies senior Leadership Team, using appropriate financial codes and controls associated with the budgets. Main duties of the job Manage the workload of the Therapies Directorate office, ensuring that the Clinical Director is able to perform their duties in an effective, efficient, qualitative and cost effective way. Provide administrative and clerical duties to the Therapies Senior Management Team Communicate politely and sensitively with colleagues, others members of staff and wider stakeholders. Plan and arrange meetings, book venues, and video conferencing facilities and arrange attendance of relevant participants. Assist in preparing agendas for meetings, and disseminate this information within an appropriate timescale Liaise with Directors, Therapy staff members, all other UHB departments, Local Authority, external clients, agencies and Health Boards/Trusts Prepare briefings for the Head of Therapies and ensuring work is allocated to other staff Provide full administrative support to the Therapies Clinical Quality Manager, in the areas of Governance and QI, producing Therapies Ensure the smooth administration of Senior Management Team diaries Support the Senior Management Team by undertaking administration duties Management Team's sickness/absence, annual and study leave using ESR About us Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf. We live by our core values: We listen, learn and improve We treat everyone with respect We all work together as one team We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve. Date posted 06 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 110-AC436-1124 Job locations Royal Glamorgan Ynysmaerdy, Llantrisant Llantrisant CF72 8XR 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. Act as a main point of contact for Therapies staff to report absences, documenting the details accurately and communicating messages professionally and sensitively to the appropriate member of the Team. Complete and process referrals to other Health Care Professionals e.g. Occupational Health and Mental Health Services for staff as required. Recruit new administration and clerical staff to the Directorate, and carry out local induction with them. Ensure that appropriate and relevant training is undertaken by new members of the administration and clerical teams. Carry out annual Your Conversation reviews, setting objectives and advising administration and clerical staff on how to meet their objectives. Carry out reviews of administration and clerical staff work methods and systems, to ensure the most efficient use of people power and resources. Implement and adhere to relevant all Wales and UHB policies and procedures within the role. Propose changes to office procedures and/or working practices to improve efficiencies. Ensure operational protocols and working practices are in place and these are communicated to staff. Ensure all Therapies staffs mandatory and statutory training is up-to-date in line with organisational policies. Undertake daily fires checks within the office area, and provide refresher training to staff on Fire Evacuation and checking procedures as required. Investigate any concerns or incidents relating to administration functions within Therapies, and ensure lessons learned are identified and put mechanisms in place to prevent recurrence. Promote good practice, and ensure that administration and clerical staff are aware of maintaining a high standard of confidentiality at all times. Establish and maintain excellent professional relationships with Health Board staff. Work with all administrative and clinical staff in order to support the Directorate business. Receive and provide sensitive clinical and business related information e.g. advise patients of waiting lists, waiting times and respond to any concerns/complaints. Ensure effective and sensitive communication (either face to face or via the telephone), and have the ability to defuse situations quickly if required. Be empathetic with patients/carers/relatives and staff, overcoming any barriers to understanding and adapting communication style. Assess and resolve incidents/concerns promptly, making judgement on how best to approach issues, when conflicting demands and choices are not straight forward e.g. patient concerns, conflict between staff, staff shortage problems and workload issues. Liaise with, and advise administration and clerical staff on workload priorities, using motivational skills to utilise time efficiently, providing support when necessary. Advise administration and clerical staff on conduct/capability issues, negotiating solutions to disagreements and problems to prevent formal processes and escalation. Work closely with Therapies clinical staff to ensure the smooth running of services. Require knowledge of various electronic staff management systems, and paper based personnel records systems e.g. ESR, e-rostering, pay cards, rotas, local databases. Effectively use Microsoft Office software packages, in particular Word, Excel, Outlook and PowerPoint. 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. Act as a main point of contact for Therapies staff to report absences, documenting the details accurately and communicating messages professionally and sensitively to the appropriate member of the Team. Complete and process referrals to other Health Care Professionals e.g. Occupational Health and Mental Health Services for staff as required. Recruit new administration and clerical staff to the Directorate, and carry out local induction with them. Ensure that appropriate and relevant training is undertaken by new members of the administration and clerical teams. Carry out annual Your Conversation reviews, setting objectives and advising administration and clerical staff on how to meet their objectives. Carry out reviews of administration and clerical staff work methods and systems, to ensure the most efficient use of people power and resources. Implement and adhere to relevant all Wales and UHB policies and procedures within the role. Propose changes to office procedures and/or working practices to improve efficiencies. Ensure operational protocols and working practices are in place and these are communicated to staff. Ensure all Therapies staffs mandatory and statutory training is up-to-date in line with organisational policies. Undertake daily fires checks within the office area, and provide refresher training to staff on Fire Evacuation and checking procedures as required. Investigate any concerns or incidents relating to administration functions within Therapies, and ensure lessons learned are identified and put mechanisms in place to prevent recurrence. Promote good practice, and ensure that administration and clerical staff are aware of maintaining a high standard of confidentiality at all times. Establish and maintain excellent professional relationships with Health Board staff. Work with all administrative and clinical staff in order to support the Directorate business. Receive and provide sensitive clinical and business related information e.g. advise patients of waiting lists, waiting times and respond to any concerns/complaints. Ensure effective and sensitive communication (either face to face or via the telephone), and have the ability to defuse situations quickly if required. Be empathetic with patients/carers/relatives and staff, overcoming any barriers to understanding and adapting communication style. Assess and resolve incidents/concerns promptly, making judgement on how best to approach issues, when conflicting demands and choices are not straight forward e.g. patient concerns, conflict between staff, staff shortage problems and workload issues. Liaise with, and advise administration and clerical staff on workload priorities, using motivational skills to utilise time efficiently, providing support when necessary. Advise administration and clerical staff on conduct/capability issues, negotiating solutions to disagreements and problems to prevent formal processes and escalation. Work closely with Therapies clinical staff to ensure the smooth running of services. Require knowledge of various electronic staff management systems, and paper based personnel records systems e.g. ESR, e-rostering, pay cards, rotas, local databases. Effectively use Microsoft Office software packages, in particular Word, Excel, Outlook and PowerPoint. Person Specification Qualifications Essential Qualifications and / of knowledge - Qualified to Degree Level or equivalent knowledge, skills and experience. Knowledge of administrative and clerical processes and procedures, along with managerial knowledge, project monitoring and standard office practices. Knowledge of Directorate Management. Knowledge of HR issues and policies. Evidence of ongoing professional development. Attitude and abilities / skills -Must be able to work as part of a team. Audio typing. Organised with effective time management skills. Must be able to prioritise own workload and that of other staff. Excellent communication skills. Advanced keyboard skills with familiarity of Microsoft Office packages. Must be able to manage interruptions and competing demands. Maintains strictest confidentiality. Personal qualities - Must be able to use own initiative. Motivated. Organised. Approachable. Adaptable. Flexible to meet demands of service. Circumstances - Must be able to travel to multiple sites within the Health Board in a timely manner. Desirable Qualifications - ECDL or equivalent IT qualification. Management Qualification. Qualification in project management. General knowledge of Hospital and Medical terminology. Myrddin training. Aptitude and abilities / skills - Good working knowledge of organisational databases. Ability to speak Welsh. Personal qualities - Understanding of leadership skills. Experience Essential Experience - Experience of working with people at all different levels within an organisation particularly the NHS. Experience of managing workload and allocating tasks in a busy office setting. Good knowledge of hospital policies and procedures. Desirable Experience - Development and implementation of policies and procedure. Experience of managing staff in the NHS Person Specification Qualifications Essential Qualifications and / of knowledge - Qualified to Degree Level or equivalent knowledge, skills and experience. Knowledge of administrative and clerical processes and procedures, along with managerial knowledge, project monitoring and standard office practices. Knowledge of Directorate Management. Knowledge of HR issues and policies. Evidence of ongoing professional development. Attitude and abilities / skills -Must be able to work as part of a team. Audio typing. Organised with effective time management skills. Must be able to prioritise own workload and that of other staff. Excellent communication skills. Advanced keyboard skills with familiarity of Microsoft Office packages. Must be able to manage interruptions and competing demands. Maintains strictest confidentiality. Personal qualities - Must be able to use own initiative. Motivated. Organised. Approachable. Adaptable. Flexible to meet demands of service. Circumstances - Must be able to travel to multiple sites within the Health Board in a timely manner. Desirable Qualifications - ECDL or equivalent IT qualification. Management Qualification. Qualification in project management. General knowledge of Hospital and Medical terminology. Myrddin training. Aptitude and abilities / skills - Good working knowledge of organisational databases. Ability to speak Welsh. Personal qualities - Understanding of leadership skills. Experience Essential Experience - Experience of working with people at all different levels within an organisation particularly the NHS. Experience of managing workload and allocating tasks in a busy office setting. Good knowledge of hospital policies and procedures. Desirable Experience - Development and implementation of policies and procedure. Experience of managing staff in the NHS 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 Cwm Taf Morgannwg University Health Board Address Royal Glamorgan Ynysmaerdy, Llantrisant Llantrisant CF72 8XR Employer's website https://joinctm.wales/ (Opens in a new tab)