Logistics Administrative Assistant

The Logistics Administrative Assistant at Welsh Blood Service provides administrative support to the Transport and Logistics teams, including organizing meetings, minute-taking, and data entry. The role involves communication with various stakeholders and ensuring compliance with policies. Candidates should be able to manage their workload efficiently. Welsh language skills are desirable. This is a full-time, permanent position based in Talbot Green, United Kingdom.
Job Summary

The Logistics Administrative Assistant provides comprehensive administrative support to the Transport and Logistics teams.

The organisation and co-ordination of meetings, minute taking, and inputting staffing data onto relevant systems, collating figures, and information for use in reports and coordinating and disseminating information to a range of internal and external contacts.

Communicate and liaise with a wide range of internal and external stakeholders and produce work to deadlines whilst ensuring compliance with Welsh Blood Service policies.

The post holder must be able to plan and organise their own workload efficiently using initiative, prioritise work and adopt a flexible approach to the needs of the service.

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

The organisation and co-ordination of meetings, minute taking, and inputting staffing data onto relevant systems, collating figures, and information for use in reports and coordinating and disseminating information to a range of internal and external contacts.

Communicate and liaise with a wide range of internal and external stakeholders and produce work to deadlines whilst ensuring compliance with Welsh Blood Service policies.

About Us

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and ouraward-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.

Formed in 1999, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.

If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.

Visit our website to find out more https://velindre.nhs.wales/

Date posted

03 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year per anum

Contract

Permanent

Working pattern

Full-time

Reference number

120-AC007-0325

Job locations

Welsh Blood Service

Ely Valley Rd

Talbot Green

CF72 9WB

Job Description

Job responsibilities

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

Make and receive phone calls and communications, which may be complex or sensitive, using initiative and judgment when handling enquiries, provide feedback as appropriate, ensuring that messages are communicated, and action taken.

Organises departmental electronic diaries, using knowledge and judgment of current issues to resolve conflicting commitments.
• Ensures effective communication between departments and provides information and advice in a timely manner, resolving queries as appropriate.
• Provides administrative office support to the logistics department, delivering accurate information as required displaying attention to detail.

Communicates with key stakeholders daily.
• Manages and maintains local administrative systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.
• Point of contact for liaison for the department.

Job description Job responsibilities

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

Make and receive phone calls and communications, which may be complex or sensitive, using initiative and judgment when handling enquiries, provide feedback as appropriate, ensuring that messages are communicated, and action taken.

Organises departmental electronic diaries, using knowledge and judgment of current issues to resolve conflicting commitments.
• Ensures effective communication between departments and provides information and advice in a timely manner, resolving queries as appropriate.
• Provides administrative office support to the logistics department, delivering accurate information as required displaying attention to detail.

Communicates with key stakeholders daily.
• Manages and maintains local administrative systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.
• Point of contact for liaison for the department.

Person Specification

Essential Essential
• Advanced keyboard skills.
• Good knowledge of administrative procedures and systems.

Desirable
• Committed to service development and improvements.

Essential Essential
• NVQ level 3 in Business and Administration or equivalent experience.
• Experience of communicating with all levels of professional staff and the general public.
• Experience of dealing with confidential, sensitive data, appropriate records maintenance and storage.
• Experience of minute taking and diary management.
• Working experience of Microsoft Office Suite.

Desirable
• Previous experience of working in a busy office environment.
• Experience of working in a multi-disciplinary environment.
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
• Flexible approach to work.

Person Specification Essential Essential
• Advanced keyboard skills.
• Good knowledge of administrative procedures and systems.

Desirable
• Committed to service development and improvements.

Essential Essential
• NVQ level 3 in Business and Administration or equivalent experience.
• Experience of communicating with all levels of professional staff and the general public.
• Experience of dealing with confidential, sensitive data, appropriate records maintenance and storage.
• Experience of minute taking and diary management.
• Working experience of Microsoft Office Suite.

Desirable
• Previous experience of working in a busy office environment.
• Experience of working in a multi-disciplinary environment.
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
• Flexible approach to work.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information 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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Welsh Blood Service

Address

Welsh Blood Service

Ely Valley Rd

Talbot Green

CF72 9WB

Employer's website

https://www.welsh-blood.org.uk/ (Opens in a new tab)