Operations Administrator

The Operations Support Assistant will provide comprehensive administrative support to the North Wales Operational Management team. This will include the organisation and co-ordination of meetings, minute taking, and inputting staffing data onto relevant systems, collating figures and information for use in reports and coordinating and disseminating information to a range of internal and external contacts. The post holder is required to communicate and liaise with a wide range of internal and external stakeholders and produce work to deadlines whilst ensuring compliance with Welsh Blood Service policies. This is a key supporting role in the effective running of the South Wales sites, which includes acting as the facilities, transport and stores link for South Wales as part of the core duties. The post holder must be able to plan and organise their own workload efficiently using initiative and have the ability to prioritise work and to respond appropriately. The post holder will be expected to adopt a flexible approach when the needs of the service and will be required to travel independently between the North Wales bases.

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

This post is a fixed term/secondment for 6 months to meet the needs of the service. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

Main duties of the job

Make and receive phone calls and communications, which may be complex or sensitive, using initiative and judgement when handling enquiries. Take action and provide feedback as appropriate, ensuring that messages are relayed and action taken.

Organises the electronic diary for visits and training, using knowledge and judgment of current issues to resolve conflicting commitments.

Ensures effective communication between departments and provides information and advice in a timely manner.

Liaises with the Welsh Blood Service facilities and stores teams to ensure effective coordination and enablement of deliveries across the South Wales sites.

Communicates with operational managers and collection team supervisors on a daily basis.

Liaises with other departments i.e. QA Labs and IT in relation to GMP critical equipment.

Liaises with the Transport Department to resolve queries and issues as they occur.

Manages and maintains local administrative systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.

Point of contact for liaison with IT in the management of replacement / repairs for team equipment.

Point of contact with external organisations for calibration and servicing of GMP critical collections equipment.

Point of contact for contracts with external organisations.

Job responsibilities

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.

Qualifications and/or knowledge

• NVQ level 3 in Business and Administration or equivalent experience
• Good standard of education together with a high level of numeracy, written and spoken English

Experience

• Demonstrable experience in an administrative role
• Experience of communicating with all levels of professional staff and the general public
• Experience of dealing with confidential, sensitive data, appropriate records maintenance and storage
• Experience of minute taking and diary management
• Working experience of Microsoft Office Suite
• Working in an NHS environment

Aptitude and Abilities

• Good communication, written and numeracy skills
• Ability to work on own initiative and manage own workload
• Ability to use initiative
• Ability to time manage, prioritise and organise own workload
• Demonstrates the ability to promote and foster good working relationships within a team
• Ability to speak Welsh
• Knowledge of working in a healthcare environment

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Salary

£26,813 to £27,890 a year per annum pro rota

Contract

Fixed term

Duration

6 months

Working pattern

Part-time

Reference number

120-AC

Job locations

Welsh Blood Service

PEMBROKE HOUSE, Ellice Way, Wrexham Technology Parc