Health & Safety Team Coordinator in Cardiff

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 16,000 staff and providing over 100 specialist services. Serving a population of around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focused on the health and care needs of our local population whilst also working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone and to delivering excellent care and support. Our mission is “Living Well, Caring Well, Working Together”. We have recently refreshed our strategy, Shaping Our Future Wellbeing, which sets out the Health Board’s Vision for improving the health and wellbeing of the populations we serve by 2035 through the delivery of our strategic objectives; Putting People First, Providing Outstanding Quality, Delivering in the Right Places, and Acting for the Future.

We have challenging times ahead, but we are confident that by tackling these challenges together, we can support people to live healthier lives and reduce the unfair differences in the prevalence of illness and health outcomes we see in our communities today. We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the next decade and beyond.

We are a values-driven organisation and our goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:

• We are kind and caring
• We are respectful
• We have trust and integrity
• We take personal responsibility

OUR REGION: Wales has much to offer with miles of stunning coastline, UNESCO world heritage sites and beautiful countryside. Cardiff, the thriving Welsh capital, has something for everyone. It is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline, as well as charming towns including Penarth and Cowbridge. Those seeking more culture may find themselves drawn to the National Museum, St Fagan’s Museum of Welsh Life or the Millennium Centre, home of the Welsh National Opera. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.

Job overview: Working as part of the Health and Safety Team you will be expected to provide a high quality, comprehensive administrative and clerical service to the Assistant Director of Health, Safety and Fire and wider departmental Team. The post holder must exercise initiative to organise their own workload within defined deadlines. The role/duties of the post are outlined below. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the UHB’s values. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job:

• To assist the different departmental teams such as Training, Fire and Case management in the drawing of reports from software packages such as Datix and ESR.
• Establish and maintain an effective filing system to ensure the systems are fit for purpose.
• Responsibility for management of stationery and other supplies for the office ensuring that adequate levels are maintained within the department.
• Responsible for ordering equipment/Stationery via Oracle.
• To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information.
• To arrange meetings and appointments including the co-ordination of dates and diaries, this may also include arranging visits, demonstrations and presentations from outside organisations.
• To be responsible for collating and preparing all necessary papers and information in readiness for meetings.
• To be the point of contact for the department based in Woodland House, ensuring all messages are actioned and queries receive an appropriate response in good time.
• To provide first line response to complainants and other enquiries from staff external stakeholders and members of the public on behalf of the department.
• To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate.
• To service Clinical Board level meetings i.e. Operational Health and Safety Group Meeting and other meetings as required through the provision of minute taking.
• To process and action all correspondence received for the department accordingly.
• Liaison with UHB and Executive Board members, and other Managers within the People and Culture department regarding the administration of meetings.
• To act as a central point for collation of information from Clinical Boards and disseminate information as required.
• The post holder will be responsible for prioritisation of their own workload in discussion with the Assistant Director of Health, Safety and Fire.
• To support the implementation of new ways of working when necessary.
• To take a lead on the co-ordination of projects as and when necessary.
• Will participate in the induction of new starters/temp staff as and when required.
• To comply with all UHB policies, procedures and practices and to be responsible for keeping up to date with any changes.

Person specification:

• NVQ Level 3 in administration
• Previous experience of providing comprehensive administrative support in a busy office environment.
• Experience of liaising with health professionals
• Experience of minute taking
• Experience of working with databases/spreadsheets
• Previous administrative/coordinator experience

We are committed to promoting inclusion, where all staff have a sense of belonging. We welcome applications from everyone and recognise the need for our workforce to represent the diversity of the population we serve. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect and where diversity is celebrated.