E-rostering Systems Assistant

7 months ago

Port Talbot, United Kingdom Swansea Bay University Health Board Full time

We are looking for a person with excellent administrative skills to join Swansea Bay University Health Board’s E-Rostering team.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply

The post holder will have excellent organisational skills and will be required to coordinate the E-Rostering Systems Training Diary and input training data in to ESR using OLM.

We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and volunteering roles available.

Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.

This is Administration Officer role will require the post holder to provide administration services which will include the use of good communication skills and the production of documents, updating of e-systems, collating of information, mail distribution, filing, typing, booking venues etc.

The post holder will enter data onto the ORACLE Procurement System and Electronic Staff Record and provide basic workforce information to staff.

Project Work

This service is in response to new developments and consequently many work streams will be established on an ongoing basis. The post holder will be required to
- Ensure documentation is ready as directed
- Communicate with external speakers and confirm bookings
- Maintain an electronic library
- Arrange/confirm meetings/workshops

Communication

The service is pan Swansea Bay University Health Board and liaison with all disciplines within the health board will be routine as well as communication with internal and external stakeholders.

As one of the first point of contacts for the department, the Administration Officer will deal with and direct calls as necessary in a professional, courteous manner acting as an ambassador for the organisation in all aspects of communication. This will include;
- Answer queries on basic workforce information by interrogating the E-Rostering Systems and Electronic Staff Record for staff details such as contract hours, staff numbers, place of work, etc.
- Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person
- Providing an excellent customer service to the organisation
- Recording messages as required for the department

Developing Documents and Data Inputting, the role will provide an administration service to a high standard
- Producing documents for the department such as correspondence, posters, leaflets, presentations etc.
- Inputting information into ORACLE Procurement System and Electronic Staff Record, maintaining accuracy
- Creation of databases for recording of information as necessary for the administrative needs of the department
- Office Duties
- The role will involve organising and planning its workload in order to meet the needs of the service, prioritising where appropriate. Duties will include;
- Co-ordinate the E-Rostering Systems Training Diary and input training data in to ESR using OLM.
- Provide clerical support for all aspects of the Department
- Ordering of stock where required through the Health Board purchasing system.
- Arranging meetings and courses, using available diary systems to include booking of venues and equipment if necessary
- Work within or support the development of standard operating procedures for the department as needed to deliver the service
- Provide cover for absences e.g. leave, sickness for other admin officers
- Update the mandatory and non-mandatory training database as and when required, liaising with all appropriate members of staff ensuring all records of the training diary.
- Receive and process all stationery/ supplies orders from clinic clerical officers.
- Monitor and maintain through the Oracle system all supplies.

Using own judgment, follow through any queries within appropriate guidelines reporting to the Supervisor/Manager any problems
- Undertake audits as directed
- General
- Attend all mandatory training courses as required by SBUHB and the Clerical Services Co-ordinator. Actively participate in annual Personal Development Reviews. Working with the line manager in agreeing personal objectives and attending necessary training to ensure KSF gateways and agreed objectives are met
- Maintain d

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