Administration Assistant - INTERNAL

Job Overview

Administration Officer

Permanent
Part time
Office hours
Glan 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.

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.

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.

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

• Check consulting rooms for stock levels and replenish

• 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…