Administrative Officer for the Fracture Liaison Service inHaverfordwest inHaverfordwest PUBLISHED FRI 15 NOV 2024

Band 3: £24,433 to £26,060 a year per annum (pro rata if part time) FIXEDTERM

Hywel Dda University Health Board r4ec5Fxp

The Hywel Dda University Health Board is seeking a motivated Administrative Officer for the Fracture Liaison Service (FLS) in Haverfordwest, offering a fixed-term position until November 30, 2026. The successful candidate will join a supportive team and play a critical role in advancing patient care and service quality. Responsibilities include general administrative and secretarial tasks, managing communications with various stakeholders, providing support across multiple healthcare settings, and maintaining databases and records.

The post requires a proactive individual capable of independent work, effective communication, and problem-solving, while adapting to the evolving needs of the service. Duties involve greeting visitors, handling inquiries, organizing documentation, and delivering training to colleagues. The ability to communicate in Welsh is desirable, and candidates will be expected to adhere to Health Board guidelines while contributing to a flexible and responsive healthcare environment. Interviews for the role are scheduled for December 16, 2024.

This post is a Fixed Term/ Secondment until 30/11/2026. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application

We are seeking to appoint an enthusiastic, hardworking and organised individual to be a part of the Fracture Liaison service . You will become a core member of staff within a friendly and supportive Team, enabling the promotion of the Fracture Liaison Service (FLS) throughout the Health Board. The Post Holder will play a key role in helping the organisation drive forward improvements in quality and the care that our patients receive.

The Fracture Liaison service is a small team with offices located at each of the County's. The Team offers a friendly and supportive environment and we meet regularly to discuss and share ideas. This is an exiting opportunity to shape this new service in the Health Board.

The post holder will work independently being responsible for assisting the department in general administration and secretarial duties ensuring a professional and confidential service at all times. The post holder will also support appropriate additional roles to the Fracture Liaison Service (FLS) in the Unscheduled Care Directorate at Withybush Hospital and have a key role in providing a link between FLS practitioners, wards, departments, GPs and community staff. You will also be a point of contact for patients and their carer's.The role requires someone who is able to deal with first line enquiries, communicating and welcoming into the department all levels of personnel within defined parameters, both internal and external, via phone, e-mail and face to face. They will also need to be able to judge when they need to pass on queries and information to colleagues for more complex enquiries.The post holder is required to work on their own initiative, sometimes unsupervised and will be flexible and adaptable in their role to the needs of the serviceThe role may involve travelling to and working across other sites in support of service delivery.

About us
The post holder will provide a range of administrative and secretarial duties including filing of clinical and non-clinical correspondence. Welcome staff to the department, guiding them to the appropriate room and answering general questions. Duties will also include typing, scanning, photocopying and ordering office supplies. Maintain and keep databases up to date and provide information for reporting purposes as required.

Deliver routine training to colleagues on business systems in use within the department. Attend team brief and other meetings. Prepare papers, record and transcribe minutes/notes of meetings as required.

Solve delegated problems logically and make decisions appropriate to the level of work. Liaise in a professional manner with service users, relatives, carers, colleagues, clinicians, GPs and other professionals.

The post holder will work independently in a way that ensures the delivery of a high quality service, organizing work to meet the workload peaks and troughs throughout the working day, whilst ensuring deadlines and targets are met. Ensure workload is managed effectively and demonstrate flexibility in thinking, openness of mind and readiness for frequent change. The post holder will respond appropriately to urgent instructions in a timely, accurate and professional manner.

Adhere to the Health Board Guidelines and undertake any other duties as appropriate to the nature and grade of the post. May provide day to day supervision of staff.

You will be able to find a full job description and person specification attached within the supporting documents.The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.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 minimal desirable requirements during the course of your employment with us.Interviews will be held on 16/12/2024

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To work as an Administrative Officer for a Fracture Liaison Service (FLS) in the UK, you will need a combination of administrative skills, knowledge of healthcare systems, and interpersonal traits. Here are some essential skills and competencies:

Administrative Skills

1. Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain organized records and documentation.

2. Data Management: Proficiency in data entry, management, and analysis, including familiarity with databases and electronic health records (EHRs).

3. Attention to Detail: Ensuring accuracy in documentation, scheduling, and communication.

Communication Skills

1. Verbal Communication: Ability to communicate clearly with patients, medical staff, and other stakeholders.

2. Written Communication: Proficiency in writing reports, emails, and official correspondence.

IT Proficiency

1. Software Skills: Proficiency in office software suites (e.g., Microsoft Office), and knowledge of specialized healthcare software or systems is beneficial.

2. Digital Competence: Ability to navigate and troubleshoot basic IT issues, as well as using telecommunication tools for remote communication.

Healthcare Knowledge

1. Understanding of Health Services: Familiarity with the National Health Service (NHS) structures, processes, and patient pathways, particularly related to fractures and osteoporosis management.

2. Patient Care Awareness: Understanding the principles of patient confidentiality, safeguarding, and the importance of patient-centered care.

Interpersonal Skills

1. Teamwork: Ability to work effectively with healthcare professionals, administrative staff, and patients.

2. Empathy and Sensitivity: An understanding of dealing with patients who may be in distress or experiencing health issues.

Problem-Solving Skills

1. Analytical Thinking: Ability to assess situations, identify issues, and propose practical solutions.

2. Adaptability: Being open to change and able to adapt to new processes or systems in a fast-paced healthcare environment.

Regulatory Knowledge

1. Awareness of Regulations: Understanding of healthcare regulations and standards, including data protection laws (such as GDPR) relating to patient information.

Training and Education

- While specific qualifications may vary, relevant educational background in administration, healthcare management, or related fields may be beneficial.

- Experience in a similar healthcare administrative role can enhance your candidacy.

Additional Attributes

- Confidentiality: A high degree of integrity and the ability to handle sensitive information appropriately.

- Time Management: Effective time management to meet deadlines and handle competing priorities efficiently.

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