You will be able to find a full Job description and Person Specification attached within the supporting documents or please click.....
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 To manage and maintain an accurate and detailed diary/computer scheduler for the Management team. To arrange meetings and appointments including the co-ordination of dates and diaries, this may also include arranging visits, demonstrations and presentations from outside organisations. This may also include arranging transport e.g. rail travel/flights, accommodation, venues, refreshments, car parking, using the Oracle computer system. To be responsible for collating and preparing all necessary papers and information in readiness for meetings. To be a point of contact for the Directorates, ensuring all messages are actioned with an appropriate response in good time. To support the General Manager, Deputy General Manager, Service Manager, Lead Nurse and Senior Nurses through the processing and transmitting of patient data using both paper and computerised systems. To provide first line response to complainants and other enquiries from staff, patients, relatives, external stakeholders and members of the public on behalf of the Directorate, ensuring that these are dealt with in an appropriate and timely manner, and confidentiality is maintained at all times. To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate, using Microsoft Word, PowerPoint and Excel, and presented in the appropriate format (e.g. using Cardiff & Vale Board format for Board papers). To draft meeting Agendas where necessary. The post holder will be responsible for ensuring action points are followed up and actioned accordingly, agenda management and also the appropriate distribution and collation of all relevant documentation for the meeting. Establish and maintain an effective filing system to ensure the systems are fit for purpose. Responsibility for management of stationery and other supplies for the office ensuring that adequate levels are maintained within the department. Responsible for ordering equipment/Stationery via Oracle. Liaison with the Clinical Board, Directorate and other managers regarding the administration of meetings, responses to correspondence, email etc ensuring confidentiality is maintained at all times. Maintain databases for sickness & absence, changes, terminations and annual leave for the Directorates to report accurate information. To input accurate data into the Healthroster system on a daily basis for all staff groups, for example, actuals, sickness, special leave etc. ensuring this is completed within the required timescale. Ability to issue clear instruction and guidance on all information to be recorded on the rosters. Assist with the extract and submission of the weekly/monthly payroll files, helping with service user queries, chasing roster finalization and running/checking reports. Attend mandatory and in-service training sessions as required. To act as a central point for collation of information from the Ward and disseminate information as required. The post holder will be responsible for prioritisation of their own workload in discussion with the Management team (where necessary). Ensure own work is prioritised to ensure deadlines are met. Initiate enquiries, verbally or by email as required, on issues relating to queries raised by the Management team. Consider and determine actions necessary to facilitate arrangements on their behalf in advance of their commitments, to ensure that their time is managed as effectively and efficiently as possible. To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information. To take a lead on the co-ordination of projects as and when necessary and support Service Improvement initiatives. To comply with all UHB policies, procedures and practices and to be responsible for keeping up to date with any changes. The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Management team.
