Cwm Taf Morgannwg University Health Board
We would like to offer you the opportunity to join the Staff Bank Administration Team, where we take pride in ensuring Cwm Taf Morgannwg University Health Board values and beliefs are at the heart of our service delivery.
As a member of the Staff Bank Administration Team, dedication, enthusiasm, and motivation are a must. You will need to be forward-thinking and proactive, with the ability to multi-task, using your own initiative to manage and prioritise your workload.
Excellent communication skills are essential, as well as previous experience in customer care. This post presents an opportunity to develop and expand skills and knowledge in Cwm Taf Morgannwg University Health Board processes and procedures, as well as office administration and e-systems.
The successful applicant will be based within the Staff Bank Office at Pontypridd Cottage Hospital and must have the ability to work flexibly across the University Health Board. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
The post holder will work within the Staff Bank Office, supporting the operational function of Cwm Taf Morgannwg University Health Board's (UHB) Staff Bank.
The Administration Officer will play a key role in the facilitation of bank worker recruitment, processing and management of agency invoices, and general administration duties. This includes supporting the Operational Team with the management of shifts of Bank and Agency Workers throughout the UHB.
They will ensure the smooth running of the Staff Bank Office, and the use of E-Systems is essential to support these functionalities.
The post holder is guided by organisational and departmental standard operating procedures, with reference to a supervisor for non-routine matters. Their work is checked regularly via KPIs to ensure standards and targets are achieved.
Job responsibilities
1. Work on own initiative, prioritising own workload under the supervision of the Staff Bank Manager.
2. Establish and maintain good communication and working relationships with key stakeholders, both internal and external to the organisation.
3. Ensure the service provided is of the highest standard, being courteous, efficient, and professional, and that information retained is in accordance with Data Protection Act, GDPR, etc.
4. Possess advanced keyboard skills, with a requirement to accurately upload and process data.
5. Provide and receive complex information, referring any contentious issues to the Staff Bank Manager or Clinical Nurse Lead Manager.
6. Adhere to the All Wales Bank and Agency Contract and CTMUHB policy, protocols, and procedures in the booking of Bank and Agency Workers.
7. Participate in the weekend and Bank Holiday rota.
8. Undertake accurate data entry and data cleansing and provide reports as directed by the Staff Bank Manager or Clinical Nurse Lead Manager.
9. Carry out any administrative duties as required in relation to all activities of the Staff Bank Office.
10. Be required to support any Administration Trainees or Work Experience Students working within the Staff Bank Office.
11. Identify and refer complex issues to the Staff Bank Manager or Clinical Nurse Lead Manager.
12. Setting up meetings as required.
13. Utilise Microsoft Office Software e.g., Excel for Spreadsheets and Databases and Word for typing correspondence.
14. Participate in the system testing of E-Systems.
15. Maintain and update E-Systems on a daily basis.
16. Participate in Departmental/Organisational surveys and audits as required.
17. Be required to contribute to the development and implementation of Departmental processes/procedures and protocols.
18. Have incidental contact with patients.
19. Be responsible for the effective and safe use of IT equipment and any other office equipment used throughout the course of duty.
20. Maintain stationary and office supplies as required.
21. Covering in the absence of colleagues and assisting in the general admin function of the Staff Bank Team.
22. Comply with the All Wales Standard Operating Procedure for Recruitment.
23. Provide advice to recruitment candidates and recruiting managers in relation to standard recruitment processes.
24. Produce high-quality effective advertising, recruitment, and appointment documentation.
25. Liaise effectively with recruiting managers, bank workers, and the general public in relation to the effective implementation of the Recruitment and Selection Process.
26. Prepare documentation for shortlisting information for managers using the Trac online functionality.
27. Utilise Trac, ESR and NHS Jobs as appropriate.
28. Prepare confidential correspondence, ensuring all letters are produced in accordance with agreed NHS Wales standards.
29. Ensure that files and databases are kept up to date at all times.
30. Responsible for ensuring new starters have completed all ID checks, training, and onboarding is undertaken prior to bank shifts being offered.
31. Ensure that recruitment activity is undertaken in a timely fashion, monitored against agreed KPIs.
32. Engage in the management of e-billing to ensure agencies receive payment for shifts undertaken by their workers.
33. Complete data load to be forwarded to Accounts Payable in accordance with All Wales Agency Contract for payment of shifts.
34. Liaise with colleagues in Accounts Payable and Procurement as necessary.
35. Ability to analyse financial information including reconciling balance sheet codes.
Person Specification
Qualifications and/or Knowledge
* Qualifications
* Experience
* NHS knowledge
* Knowledge of e-systems
Experience
* Experience of using MS office programmes such as Word, Excel, PowerPoint and Outlook.
* Experience in an administration role.
* Experience of working in a HR/Training/ Recruitment environment.
Ability
* Excellent organisational and time management skills.
* Able to defuse situations where the customer is angry and upset.
* Ability to speak Welsh.
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.
Cwm Taf Morgannwg University Health Board
£24,433 to £26,060 a year per annum pro rata
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