Directorate Administrator inLlantrisant inLlantrisant PUBLISHED 6 NOV 2024

The post holder will support the Clinical director and Therapy senior leadership team in the day to day operational management of the service, and the delivery of key objectives within the finance, health and safety, clinical governance and learning and development agendas.

Working closely with the Therapies Senior Leadership team to co-ordinate business functions across the services, the post holder will be expected to work flexibly to support the leadership team across the whole health board.

The post holder will also hold accountability for ordering and procuring administrative and clinical equipment and supplies for the Therapies senior Leadership Team, using appropriate financial codes and controls associated with the budgets.

• Manage the workload of the Therapies Directorate office, ensuring that the Clinical Director is able to perform their duties in an effective, efficient, qualitative and cost effective way.
• Provide administrative and clerical duties to the Therapies Senior Management Team
• Communicate politely and sensitively with colleagues, others members of staff and wider stakeholders.
• Plan and arrange meetings, book venues, and video conferencing facilities and arrange attendance of relevant participants.
• Assist in preparing agendas for meetings, and disseminate this information within an appropriate timescale
• Liaise with Directors, Therapy staff members, all other UHB departments, Local Authority, external clients, agencies and Health Boards/Trusts
• Prepare briefings for the Head of Therapies and ensuring work is allocated to other staff
• Provide full administrative support to the Therapies Clinical Quality Manager, in the areas of Governance and QI, producing Therapies
• Ensure the smooth administration of Senior Management Team diaries
• Support the Senior Management Team by undertaking administration duties
• Management Team's sickness/absence, annual and study leave using ESR

About us

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

• Act as a main point of contact for Therapies staff to report absences, documenting the details accurately and communicating messages professionally and sensitively to the appropriate member of the Team.
• Complete and process referrals to other Health Care Professionals e.g. Occupational Health and Mental Health Services for staff as required.
• Recruit new administration and clerical staff to the Directorate, and carry out local induction with them.
• Ensure that appropriate and relevant training is undertaken by new members of the administration and clerical teams.
• Carry out annual Your Conversation reviews, setting objectives and advising administration and clerical staff on how to meet their objectives.
• Carry out reviews of administration and clerical staff work methods and systems, to ensure the most efficient use of people power and resources.
• Implement and adhere to relevant all Wales and UHB policies and procedures within the role.
• Propose changes to office procedures and/or working practices to improve efficiencies.
• Ensure operational protocols and working practices are in place and these are communicated to staff.
• Ensure all Therapies staffs mandatory and statutory training is up-to-date in line with organisational policies.
• Undertake daily fires checks within the office area, and provide refresher training to staff on Fire Evacuation and checking procedures as required.
• Investigate any concerns or incidents relating to administration functions within Therapies, and ensure lessons learned are identified and put mechanisms in place to prevent recurrence.
• Promote good practice, and ensure that administration and clerical staff are aware of maintaining a high standard of confidentiality at all times.
• Establish and maintain excellent professional relationships with Health Board staff.
• Work with all administrative and clinical staff in order to support the Directorate business.
• Receive and provide sensitive clinical and business related information e.g. advise patients of waiting lists, waiting times and respond to any concerns/complaints.
• Ensure effective and sensitive communication (either face to face or via the telephone), and have the ability to defuse situations quickly if required.
• Be empathetic with patients/carers/relatives and staff, overcoming any barriers to understanding and adapting communication style.
• Assess and resolve incidents/concerns promptly, making judgement on how best to approach issues, when conflicting demands and choices are not straight forward e.g. patient concerns, conflict between staff, staff shortage problems and workload issues.
• Liaise with, and advise administration and clerical staff on workload priorities, using motivational skills to utilise time efficiently, providing support when necessary.
• Advise administration and clerical staff on conduct/capability issues, negotiating solutions to disagreements and problems to prevent formal processes and escalation.
• Work closely with Therapies clinical staff to ensure the smooth running of services.
• Require knowledge of various electronic staff management systems, and paper based personnel records systems e.g. ESR, e-rostering, pay cards, rotas, local databases.
• Effectively use Microsoft Office software packages, in particular Word, Excel, Outlook and PowerPoint.