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Business Administration Supervisor - Ysbyty Ystrad Fawr

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Aneurin Bevan University Health Board

2mo ago

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

AI generated summary

  • You need GCSEs in Maths & English, NVQ Level 3 in Business Administration, Microsoft 365 experience, and excellent communication and interpersonal skills. Supervisory experience is a plus.
  • You will manage tasks, provide secretarial support, handle inquiries, maintain databases, process invoices, organize filing, manage communication, and assist with meetings and various systems.

Requirements

  • Qualifications And Knowledge
  • Essential 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
  • Essential 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
  • Essential 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 is the role of a Business Administration Supervisor at Ysbyty Ystrad Fawr?

The Business Administration Supervisor is responsible for the day-to-day supervision of Business Support Administrators and providing administrative support to operational Estates & Facilities management.

Are applicants encouraged from diverse backgrounds?

Yes, applications are encouraged from all individuals with protected characteristics and from those in the Armed Forces Community.

Can applicants submit their applications in Welsh?

Yes, applicants can submit their applications in Welsh and will not be treated less favorably than those submitted in English.

What are the essential educational requirements for the position?

Applicants must have GCSEs in Maths and English at A-C grade or equivalent, and both NVQ Business Administration Level 3 and NVQ Level 2 in Supervisory or equivalent experience.

Is prior experience in an NHS organization mandatory?

While prior experience in an NHS organization is preferred, substantial administrative or business experience may suffice.

What technical skills are required for this job?

Proficiency in Microsoft 365, including Outlook, Excel, and Word is essential, along with IT skills and knowledge of administrative and clerical duties.

Are there any specific skills or attributes needed for this role?

Essential skills include excellent numeracy skills, effective communication skills, the ability to work under pressure, and strong interpersonal skills.

Is there a preference for Welsh language skills?

Yes, while not mandatory, Welsh language skills at levels 1 to 5 are desirable for the position.

Will the job involve financial responsibilities?

Yes, the role includes maintaining divisional databases, processing invoices, and supporting financial compliance.

How can applicants receive support during the application process?

Applicants are encouraged to discuss any reasonable adjustments or support needed during the application and selection process.

Are flexible working arrangements available?

Yes, Aneurin Bevan University Health Board supports flexible working and promotes a healthy work-life balance.

What should applicants do if they have special requirements for the application process?

Applicants should contact the recruiting manager in the job advert or the Aneurin Bevan University Health Board recruitment team to discuss their specific requirements.

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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