Business Administrators - Workforce Systems

We encourage applications from all with protected characteristics and from those in the Armed Forces Community. 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.

Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments OR SUPPORT needed. If you need any documents in a larger font or a different format (such as braille) please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3 OR EMAIL [email protected]

If you are successful at interview for this post you will receive your conditional offer of appointment and information pack via email.

We reserve the right to close this vacancy at any time. Therefore we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Aneurin Bevan University Health Board support flexible working.

Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process

Job Overview

Aneurin Bevan University Health Board has an exciting opportunity to join our Facilities Team as a Business Administrator. This post will be based at St Cadoc’s Hospital, Newport.

The Estates and Facilities Business Administrator will be efficient in the day to day use of Health Board electronic workforce systems including payroll workbooks, health roster and ESR. The post holder will oversee a number of Estates and Facilities rosters under the supervision of the Business Administration Team Leader.

The post holder will be responsible for ensuring all roster changes are updated in a timely manner to support the service requirement. It is essential the post holder has a full understanding of all workforce systems, including creating, maintaining and updating rosters, inputting unavailability’s and updating employment information. This will need to be undertaken accurately and promptly into multiple systems ensuring efficient and effective staffing within the departments, in line with policies and procedures.

Full & part time hours available working various shift patterns over 7 days a week.

Times are mixed and range from 06:00-14:00, 07:00-15:00, 08:00-16:00, 09:00-17:00, 10:00-18:00 & 14:00-22:00.

Main duties of the job

The post holder will provide an effective first point of contact service for staff enquiries relating to pay, rostering, absence and ESR. They will allocate staff to remaining shifts according to the roster template and staff availability, following standard operating procedures to ensure resources are organised efficiently and effectively based on the most cost-effective method.

The post holder will run reports to analyse and identify any non-compliance with workforce standards i.e., PADR, outstanding fit notes and annual leave entitlements following standard operating procedures. They will also methodically arrange meetings and related documentation in line with workforce policies and procedures.

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

Working for our organisation

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Qualifications And Knowledge

Essential criteria

• Maths & English GCSE A-C grade or equivalent.
• NVQ Business Administration Level 3 or equivalent experience
• Extensive knowledge of NHS workforce systems in particular ESR and Health Roster.
• Knowledge of administrative systems, clerical/office procedures, and data input procedures
• Working knowledge of ABUHB workforce policies
  
  

Desirable criteria

• ECDL full passport or equivalent demonstrable IT skills
  
  

Experience

Essential criteria

• Previous administrative experience preferably in an NHS organisation
• Experience of using Health roster and ESR
• Substantial experience of using Microsoft 365, including Outlook, Excel and Word.
• Experience of team working to achieve deadlines and objectives
• Experience and understanding of preparing and managing staff rosters
  
  

Desirable criteria

• Customer service experience
  
  

Skills and Attributes

Essential criteria

• Excellent Communication skills (verbal and written)
• Ability to plan and organise allocated work load
• Accurate and methodical in all aspects of work
• Ability to use initiative and meet deadlines
• Excellent attention to detail
• Able to work under sustained pressure
• Self-motivated
• Committed to the service requirements
  
  

Desirable criteria

• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
  
  

Other

Essential criteria

• Flexible approach to work
• Commitment to achieving high quality standards of work
• Positive attitude and reactive to change
• Willingness to share knowledge and support others
  
  

Desirable criteria

• Ability to travel between sites.