Health & Safety Team Coordinator

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

• rdering 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.

Detailed job description and main responsibilities

• 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.
• 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. This may also include arranging transport e.g. rail travel/flights, accommodation, venues, refreshments, car parking, using the Oracle computer system.
• 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. The post holder will also be required to assist visitors to the office.
• To provide first line response to complainants and other enquiries from staff external stakeholders and members of the public on behalf of the department, ensuring that these are dealt with in an appropriate and timely manner, and confidentiality is maintained at all times.
• To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate, using Microsoft Word, PowerPoint and Excel, and presented in the appropriate format (e.g. using Cardiff & Vale Board format for Board papers). To draft meeting Agendas where necessary, using information provided by the Departmental Team.
• 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. The post holder will be responsible for ensuring action points are followed up and actioned accordingly, agenda management and also the appropriate distribution and collation of all relevant documentation for the meeting.
• To process and action all correspondence received for the department accordingly, organising and ensuring appropriate receipt and distribution as required.
• 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.
• Liaison with UHB and Executive Board members, and other Managers within the People and Culture department regarding the administration of meetings, responses to correspondence, email etc ensuring confidentiality is maintained at all times.
• 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. Ensure own work is prioritised to ensure deadlines are met.
• Initiate enquiries, verbally or by email as required, on issues relating to queries raised by the Assistant Director of Health, Safety and Fire. Consider and determine actions necessary to facilitate arrangements on their behalf in advance of their commitments, to ensure that their time is managed as effectively and efficiently as possible.
• To support the implementation of new ways of working when necessary, i.e. setting up/devising new databases for recording information.
• To take a lead on the co-ordination of projects as and when necessary, i.e. Department Workshops.
• 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.

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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Welsh language skills are desirable