Administration Support Assistant

1 month ago

Whitchurch, United Kingdom Velindre Cancer Centre Full time

Job summary

Radiation Protection Service: Administration Support Band 3

To provide an efficient and high standard of data, information and administration support to the Radiation Protection Services 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 via the distribution and recording of dosimetry radiation badges.

Main duties of the job

To act as a first point of contact for communication to RPS, including responding to queries in an efficient and timely manner and escalating to staff to respond as appropriate. To provide an accurate and efficient administration service to the department, through the provision of the following: incoming/outgoing telephone calls, digital chat, emails, and ActionPoint service log 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.

About us

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in ourcutting-edge Velindre Cancer Centre and ouraward-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.

Formed in 1999, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

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.

Visit our website to find out more

Job description

Job responsibilities

Deal with queries, referring more complicated matters to an appropriate member of the medical physics department or radiation protection service. Act as the RPS personal dosimetry services primary interface for day-to-day communication, with customers, radiation safety personnel, departmental managers, and individual members of their various staff groups, involving requests for the registration of customers, departments and individuals, requests to terminate monitoring arrangements, general and financial enquiries, complaints, etc. To liaise with other NHS Waless Trusts, academic institutions and external organisations when required. Provide basic advice ( signposting staff and Managers to the RPS process of Dosimetry badges). To co-ordinate the diaries of the team and the events calendar. Arrange meetings, venues and refreshments as required, and assist with the preparation of agendas, reports and necessary documentation, ensure that all necessary information is relayed and distributed to attendees, prior to the date of the meeting. Support staff with HR processes Maternity applications, Exit procedures, etc To take notes at meetings. Provide help and demonstrate day-to-day duties to new members of staff ensuring information relevant to the job are shared on to the team. Work with colleagues (both internal and external to VUNHST) in a collaborative way to optimise use of resources and improve documentation and the performance of the department. To utilise SharePoint and database systems to create and run reports to respond to organisational requests and need. Maintain and update existing excel spreadsheets, databases and ESR, and where appropriate, create new databases and spreadsheets for reporting purposes. Produce reports as directed. The post holder will be supervised, and advice will be available as and when required from their Line Manager. Maintain good working relationships with Radiation Protection Service customers. Respond to requests for information from staff surveys. Operate the Personal Dosimetry Laboratorys computerised dose record and information system and all other applications software (Database, spreadsheet, presentations, etc) that have been developed to assist in the work and management of RPS Cardiff. To input and amend data where necessary. To comment on general policies and procedures relating to own role and to propose improvements. To be responsible for maintaining stationery stock for the radiation protection service. To assist the departmental administrator in ordering supplies for the medical physics department. To ensure the continued availability of printers and office equipment across the medical physics department and radiation protection service. To have sufficient knowledge of Access in order to use pre-existing applications and highlight any operational problems. Knowledge of office management systems. Organise ones own time in an efficient manner. Ability to pack, unpack, accurately sort and handle large numbers of personal radiation dosimetry monitors. Occasional moderate effort required in operating office equipment, using a personal computer and handling personal radiation dosimetry monitors. Required to use VDU for data analysis for the majority of time. Frequent requirement for prolonged concentration, , this includes creating and amending customer database records; coding, documenting and ensuring delivery and receipt of dosemeters; collating and issuing dose reports; executing financial and statistical database routines; and checking and monitoring customer invoices. Exposure to distressing or emotional circumstances is rare. Person Specification

Qualifiations and Knowledge

Essential

Educated to GCSE standard (including English & Math's) or possess the equivalent level of experience. NVQ Level 3 or equivalent

Desirable

Rudimentary knowledge of the practice, legislation and physics of personal dosimetry. RSA3 or equivalent. Good general knowledge.

Experience

Essential

Experience of Word, Excel and a good knowledge of information systems (including databases Prioritise and manage own work. Exercise own initiative when dealing with issues.

Desirable

Experience in running a small office. Experience of administration in the NHS.

Skills and Attributes

Essential

Communicate detailed information to others. Train other professional staff in office systems and procedures. Deal with unpredictable situations. Basic IT - Word processing and spreadsheets. Good written and spoken English. Good numeracy. Easily legible writing. Good negotiating skills. Teach duties to new starters.

Desirable

Processing and storage of data using paper and computerized systems. Basic user of database software. Survey or audit of own work. Ability to speak Welsh to Level 1.

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