Administrator

The administrator role will carry out a range of administrative duties as required by the Velindre Oncology Academy (VOA)
- To act as the first point of contact for students and staff on behalf of the Velindre Oncology Academy
- To provide an efficient and high standard of data, information and administration support to the Velindre Oncology Academy (VOA)
- To assist the team with the provision of a comprehensive support, administration and reporting services as requested, and provide a proactive approach to supporting the team.

English and/or Welsh speakers are equally welcome to apply
To provide an efficient and effective clerical and administration support service to the Velindre Oncology Academy team in accordance with Velindre University NHS Trust policies and procedures.
To support and appropriately signpost VOA students upon initial contact to the Academy
To support the VOA team in the administrative requirements of the implementation plan and sustainability of the Academy
To act as a first point of contact for communication for VOA, including responding to queries in an efficient and timely manner and escalating to staff to respond as appropriate.
To utilise SharePoint and database systems to create and run reports to respond to organisational requests and need, including maintenance and update existing excel spreadsheets, databases and ESR, and where appropriate, create new databases and spreadsheets for reporting purposes. To produce reports as directed.
To arrange VOA course bookings, facilitators/speakers, venues and manage student data logs.
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Non-clinical duties and responsibilities
- To demonstrate a clear understanding of Velindre University NHS Trust’s values, demonstrating its principles in providing a quality service.
- Data inputting, photocopying, scanning, filing and typing duties as directed
- To assist in the arranging and administration of meetings/training/events, including booking venues, confirming tutors and the preparation and distribution of papers and training packs.
- To assist with the procurement and invoicing on the Oracle finance system
- To provide appropriate office cover
- To open and set up training rooms
- To produce and retrieve training registers
- To maintain filing systems in line with organisational policies and procedures.
- To assist with the ordering and maintenance of stock supplies.
- To be a flexible and supportive member of the team.
- To assist in the tasks/duties of other staff within the team during periods of staff absence/leave.
- To maintain strict confidentiality at all times.
- To participate in team meetings and regular reviews with manager
- To undertake appraisal to identify the necessary personal development required to meet the objectives of the team, and to further develop skills and job role.
- To prepare for and attend assessment meetings and participate and complete all relevant education and training programmes including mandatory training as required by the Trust throughout the training period.
- To adhere to the local and national Health and Safety regulations and the Trust’s Policies and Procedures
- To be responsible for the use of physical IT equipment and to report any defects in equipment as appropriate

Communications
- Communicate with all members of the VOA team effectively.
- Provide non-clinical advice and guidance to students and staff about course information and bookings
- Engage with workplace changes in a positive manner, reporting any difficulties encountered.
- To deal with internal and external post on a day-to-day basis.
- To answer / deal with queries, both face to face and via the telephone, take messages and communicate effectively in an appropriate and timely manner.
- To meet and greet visitors.
- Knowledge of, or willingness to learn how to use IT software packages specific to the NHS and the Trust.

Improvement and Monitoring
- Collate statistics and maintain information systems
- Deal with queries, referring more complicated matters to an appropriate member of the Velindre Oncology Academy
- Act as the Velindre Oncology Academy’s primary interface for day-to-day communication, with students/customers, departmental managers, and individual members of their various staff groups.
- To liaise with other NHS Wales’s Trusts, academic institutions and external organis