Job Overview
Administration Officer
PermanentPart timeOffice hoursGlan Clwyd Hospital
We are looking for an enthusiastic, flexible in approach and efficient individual to join the GP out of Hours Service. This role will provide administrative support to the management team.
The successful applicant will be required to undertake a range of duties which include providing administrative support to the management team, data collection, diary management, organising meetings, minute taking, liaising with patients and colleagues and maintaining system and processes.
The post holder must have the ability to work as part of a Multi-disciplinary team to ensure all relevant communications are carried out in a timely and accurate manner. You would be expected to confidently and sensitively handle enquiries from the other members of the organisation both in person and by telephone. We are a fast-paced environment that requires an adaptable individual who can self-refer.
You must have a good standard of education, excellent organisational skills and be able to work as part of the team. Competence in MS Office and previous experience of working within the NHS would be an advantage.
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
Job Summary/Job Purpose:
Provide a comprehensive and full secretarial/ clerical support to the management team. The post holder will also administrate for the matron and medical director and be expected to facilitate in audit, information gathering and completion of condition specific data reports.
Working for our organisation
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Detailed Job Description And Main Responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents.
- Works within own knowledge and expertise and BCUHB policies
- Plan and organise own workload
- Maintain documentation and ensure the appropriate log is complete for nursing and support staff mandatory training
- Ensure nursing and support staff sickness is logged and monitored in accordance with the BCUHB Sickness Policy
- Be a point of contact for all fleet issues, ensuring drivers checks are complete, and servicing and maintenance is up to date
- Maintain service specific reports to enhance delivery of the GP Out of hours service. Update the nurse in charge board and ensure prescriptions are logged and posted to the appropriate chemists
- To place orders on Oracle ordering system ensuring delivery meets the required time frame and ensure progress on delayed delivery
- Facilitate in the collection of data for audit: eg annual clinical activity levels
Clinical
- Check consulting rooms for stock levels and replenish
Communication
- Communicate written and oral information to members of the GP Out of hours team
- Receive and deal with sensitive information via telephone, and email
- Report on a regular basis to the management team leads regarding management of workload, how it is managed and problem that are encountered
- Communicate with and keep records of all communication with primary care services for protected time
- Exercise judgement when dealing with staff and patient enquiries
- Act as a resource of information with own limits or her/his knowledge referring queries to other members of the team as appropriate
- Maintain personnel files and records filing accordingly and keep accessible for team use
Personal Development
- The Operations Manager or Support Officer and post holder will assess job performance formally each year, agree needs and goals and take forward necessary actions
- Maintain a personal professional profile
- Identify own development needs for the post, attending BCUHB education sessions – oracle, ECDL,
- In between, these assessments needs and problems will be raised both formally and informally if required.
- The post holder should at all times know how ell he/she is performing in the role
Person specification
Essential Criteria
Qualifications & or Knowledge
- NVQ Level 3 in Administration or equivalent level of experience or knowledge
- ECDL or equivalent knowledge or experience
Experience
Essential criteria
- Experience of office and administration procedures
- Experience of working in GP Out of hours or a similar environment
Desirable criteria
- Experience of working in a multi-disciplinary team
Values/Knowledge
Essential Criteria
- IT skills to be competent using Microsoft Office(outlook, excel, word)
Personal Qualities
Essential Criteria
- Ability to motivate and lead others
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