MVC Administrator Coordinator

3 months ago

Newcastle Emlyn, United Kingdom Hywel Dda University Health Board Full time

Hywel Dda University Health Board is seeking to appoint a flexible, motivated and enthusiastic individual to support the Vaccination and Sampling service which is integral to developing high quality, safe, effective and efficient services. The post holder will work as part of the Vaccination and Sampling Team under the direction and supervision of the Lead Nurse or clinical shift lead.

The post holder will provide secretarial and administrative support to the Clinical Co-ordinator and County Vaccination Centre Lead for the Mass Vaccination Centre (MVC), acting as personal assistant. To act as first point of contact for all non-clinical issues on behalf of the Clinical Coordinator. Liaising with Health Board staff at all levels and outside contractors / suppliers. Responsible for the co-ordination and management of patient pathway administration and reporting data quality. The post holder will be competent to work without continual direct supervision, but will also work as part of a team with guidance and direction of clinical staff to assist with specified duties and tasks in the provision of the efficient, caring, patient focused service.

Act as personal assistant to the Clinical Co-ordinator and deputies, providing secretarial and administrative support.
Manage and organise the MVC clinical schedule, appointment lists and coordinating messages / communications.

Ensuring all Health Board policy files are kept up to date and create and develop new files and systems where appropriate.

Design, collate relevant information and produce / update vaccination information packs.

Responsible for the taking of minutes of meetings, and production of minutes for distribution to staff.

Co-ordinate dates for all newly appointed staff to attend induction and mandatory training programmes and, liaising with the L&D department as appropriate.

Complete monthly e roster document to payroll deadline - calculating hours for special duty enhancements and recording absences and leave.

Arrange requests with Estates and EBME for repairs to MVC equipment.

Competent use of computer systems for entering and retrieving patient information on both organisational and local departmental systems, i.e. WIS and local databases.

Plan day to day working, using initiative to prioritise workload/amend work planning to meet service requirements.

Maintain confidentiality of information at all times and adhere to the

Data Protection and the Access to Health Records Act.

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
**Four main hospitals**: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
**Seven community hospitals**: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (five of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these mínimal desirable requirements during the course of your employment with us.

Interviews will be held on 26/05/23

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