Senior Administration Officer

3 months ago

Pontypridd, United Kingdom Cwm Taf Morgannwg University Health Board Full time

Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options. E.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder. Assess and prioritise own workload within given timeframe, to meet business schedules.

Identify errors or problems, take action as necessary to resolve and/or notify line manager. Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager. Provide a diary management service with the ability to resolve conflicting diary appointments and schedules. Provide high-level administrative support to staff within the team/office.

Manage, organise and support the planning of complex meetings, events, conferences, including delegating duties as necessary to the wider WHSSC administration team, booking venue, arranging equipment and refreshments, preparing packs and registering attendees, this can involve the re-allocation of specific tasks to ensure deadlines are met. Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met. Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Take and transcribe informal and formal minutes.

Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources. Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required. This includes keeping the TSW website up to date (training will be provided). Set up and maintain internal and external distribution lists.

Advanced and accurate keyboard skills are required when compiling resource/information documents using desktop publishing, knowledge of telephony systems and a good understanding in the use and maintenance of general office equipment. The post holder may have incidental contact with service users/client and will be expected to assist, resolve or direct to the appropriate person/department, this may be in the form of face-to-face contact or over the telephone. The post holder will also coordinate the second opinion clinic appointments and contact patients accordingly. Develop and implement new systems and procedures within the team and follow policies and procedures within CTMUHB corporate systems.

Propose changes to working practices or procedures of work. Contribute to meetings. Authorised signatory on small/cash financial payments. Process orders of resources and supplies via procurement systems.

Responsible for managing and maintaining stock levels Budget monitoring. Responsible for the safe use of office equipment. Responsible for the day-to-day supervision or coordination of staff within the team. May demonstrate activities, processes and procedures to new staff when required.

Involvement in the induction process for new staff. Provide support to the management of personnel procedures including the recording of annual leave recording, study leave requests, high cost study requests and processing. Recording of authorised special leave/sickness absence as requested. Participate in self-development to continually improve performance systems and undertake development activities that are identified.

Administration support to those undertaking research such as requesting of information. Undertakes and supports audits and surveys as necessary to the post holders work i.e. the effectiveness of various support to agreed work plans, effectiveness of resource material. Arranging and recording of equipment required to be tested.

Required to prioritise their work, to work on their own initiative and manage their own workload and deadlines, seeking advice if necessary. Guided by standard procedures, good practice and understands the standards and results that are to be achieved.

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