Administration Officer - Band 3 AHHPS

Administration Officer - Band 3 AHHPS

The closing date is 01 July 2026

The Administrative Officer will be an integral member of the vaccination and immunisation service, while supporting the wider health protection function. The post holder will provide a comprehensive and effective administration service within the department, working on their own initiative within standard operating procedures and adhering to accepted policies and procedures of the University Health Board.

Welsh Skills Desirable: This post is advertised as Welsh desirable. This does not mean it is essential; while the candidate does not need to have skills in Welsh, we will consider it an advantage when short listing and selecting candidates. This is not fluency, just speaking and listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health.

Main duties of the job

The main duties of the role include all administrative tasks to assist the vaccination and immunisation services, supporting the vaccination of all patients and staff who require a vaccination within the geographical area of Cwm Taf Morgannwg University Health Board (CTMUHB), along with supporting the admin function of the wider Health Protection work. The post holder will also be expected to input data into vaccination databases as required, including the Welsh Immunisation Service (WIS), Service Point L, and other technology such as the Welsh Demographic Service (WDS) on a needs basis, along with any other computer packages used within the wider Health Protection.

Job responsibilities

See attached Job description and Person Specification.

Circumstances

• Able to undertake the duties of the role.
• Able to travel to other sites in a timely manner as required.

Personal Qualities

• Ability to prioritise work and identify urgent requirements, adjusting and re prioritising as necessary.
• Diplomacy skills when dealing with patients/relatives who may be aggrieved or irate.
• Remain calm under pressure.
• Ability to work as part of a team or as an individual.
• Use initiative to resolve problems.
• Ability to work to deadlines.

Aptitude and Abilities Skills

• Excellent communication and customer care skills and a good telephone manner.
• Good organisational and time management skills.
• Welsh language skills in speaking/listening at Level 3 or above.

Qualifications and Knowledge

• Knowledge of clerical and administrative procedures and systems acquired through Vocational Level 3, or possess the skills, knowledge, training and experience to equivalency.
• RSA/OCR III typing qualification or equivalent skills, knowledge and experience.
• Good standard of education.
• Experience in validation work.
• Knowledge of office practices and administrative procedures. Able to establish new processes.
• Demonstrate a sound knowledge and understanding of confidentiality and data protection.
• Knowledge and understanding of working with guidelines, policies and procedures.
• Knowledge of the importance of Health & Safety Regulations in the workplace.

Experience

• Ability to work independently.
• Fully conversant with all Microsoft Office software.
• Experience in validation work.
• Previous NHS experience.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.