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Business Administration Supervisor - Royal Gwent/St Woolos Hospital

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Aneurin Bevan University Health Board

2mo ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Newport

AI generated summary

  • You need GCSEs in Maths & English, NVQs in Business Admin Level 3 & Supervisory, strong IT skills, experience in NHS admin, excellent communication, and numeracy skills. Welsh language skills are a plus.
  • You will manage your workload, provide secretarial support, handle inquiries, maintain databases, process invoices, organize filing, facilitate communication, and assist with meeting minutes and various systems.

Requirements

  • Essentials criteria
  • Maths & English GCSE A-C grade or equivalent
  • NVQ Business Administration Level 3 or equivalent experience
  • NVQ level 2 in Supervisory or equivalent experience
  • In depth knowledge of an administration function administrative systems, clerical/office duties & procedures, and data input procedures
  • Knowledge of Financial Standard Operating Procedures
  • Desirable criteria
  • ECDL computer driving license
  • NVQ level 3 in management
  • Knowledge of Health Board systems such as clinical workstation, ESR, Datix
  • Customer Services qualification
  • Experience
  • Essentials criteria
  • Substantial experience of using Microsoft 365, including Outlook, Excel and Word
  • Previous administrative or business experience preferably in an NHS organisation
  • Experience of team working to achieve deadlines and objectives
  • Desirable criteria
  • Experience of supervising a team
  • Experience of dealing with customers
  • Skills and Attributes
  • Essentials criteria
  • Excellent numeracy skills
  • Ability to work effectively with both management and other supervisors with a positive attitude and willingness to take responsibility
  • Knowledge of working in multi-disciplinary environments
  • Proficient IT skills
  • Able to work under pressure and to deadlines
  • Flexible approach to working
  • Commitment to personal development and others
  • Ability to motivate self, staff and teams
  • Ability to lead by example
  • Excellent communication skills (written, verbal and electronically)
  • Ability to engage positively, sensitively and diplomatically with staff, patients and visitors
  • Follow & implement standard operating procedures
  • Issue work instructions to staff
  • Ability to prioritise own tasks and that of the team
  • Self-motivated
  • Have a flexible approach to changes in workload/duties/priorities
  • Ability to travel between sites
  • Able to work to a high standard
  • Act in a polite & respectful manner
  • Aware of security and confidentiality
  • Excellent interpersonal skills
  • Able to work to timescales
  • Able to apply creative thought to develop effective solutions
  • Apply constructive approach to problem solving
  • Desirable criteria
  • Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Responsibilities

  • Manage your own workload and prioritise tasks to meet deadlines.
  • Provide secretarial support, including electronic diary management, arranging meetings, preparing papers, and producing correspondence.
  • Act as the first point of contact for enquiries, exercising judgment and professionalism.
  • Maintain divisional databases, process invoices, and support financial compliance.
  • Organise and maintain filing systems, handle incoming and outgoing mail, and ensure smooth communication across the team.
  • Take and transcribe minutes of meetings and assist with SharePoint, ESR, Oracle, and other systems.

FAQs

What responsibilities will the Business Administration Supervisor have?

The Business Administration Supervisor will be responsible for the day-to-day supervision of Business Support Administrators, providing administrative support to operational Estates & Facilities managers, managing workloads, maintaining databases, processing invoices, and ensuring all functions are carried out in accordance with agreed procedures and standards.

Is there a specific application language requirement?

Applicants are invited to apply in Welsh; any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.

What qualifications are required for this position?

Essential qualifications include GCSE Maths & English A-C grade or equivalent, NVQ Business Administration Level 3 or equivalent experience, and NVQ Level 2 in Supervisory or equivalent experience.

Is prior experience in the NHS required?

While previous administrative or business experience in an NHS organisation is preferred, it is not strictly required.

What skills and attributes are necessary for this role?

Essential skills include excellent numeracy and communication skills, proficiency in IT, the ability to work under pressure, and a commitment to personal and team development.

Can I apply for this position on a part-time basis?

Yes, Aneurin Bevan University Health Board supports flexible working, including part-time arrangements.

How will communication be handled for successful applicants?

Successful applicants will receive all recruitment-related correspondence via the email account they used to apply for the position, so it is important to check this account regularly.

What benefits can I expect if hired?

The role offers a fantastic benefits package, extensive training and development opportunities, flexible working options, occupational health support, and support for a healthy work-life balance.

Will this position involve supervising staff?

Yes, the Business Administration Supervisor will supervise and lead Business Support Administrators, ensuring effective and efficient administrative support.

Is knowledge of Welsh language necessary for this job?

While Welsh language skills are desirable, they are not a requirement for the role. Levels 1 to 5 in understanding, speaking, reading, and writing in Welsh are considered desirable.

What should I do if I have specific needs to participate in the interview process?

Applicants should inform the recruiting manager or the Aneurin Bevan University Health Board recruitment team about any specific requirements needed to enable participation in the application and selection process.

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Aneurin Bevan University Health Board

Science & Healthcare
Industry
10,001+
Employees
2009
Founded Year

Mission & Purpose

Aneurin Bevan University Health Board was established on the 1st October 2009 and covers the areas of Blaenau Gwent, Caerphilly, Monmouthshire, Newport, Torfaen and South Powys. The Health Board employs over 14,000 staff, two thirds of whom are involved in direct patient care. There are more than 250 consultants in a total of over 1000 hospital and general practice doctors, 6,000 nurses, midwives, allied professionals and community workers