Directorate Support Officer

Job summary

Works independently and manages own workload, providing administrative support to the directorate.

To communicate effectively with colleagues across the University Health Board, internal and external stakeholders, patients and public on a daily basis providing and receiving information orally, in writing and electronically

Main duties of the job

Communicates with patients contacting the department in relation to complaints, utilising empathy and reassurance skills where there may be barriers to understanding.Exercises judgement when dealing with enquiries and dealing with conflicting diary commitments when arranging meetings.

Organise own workload to ensure priorities and deadlines are met including any procedural or legislative timescalesArrange, support and attend meetings and activities as required (Face to Face and Teams) to include co-ordination of dates, booking venues, preparing papers, prepare informal minutes and action notesFollow up on action points as appropriateGood keyboard skillsAbility to set up equipment and meeting rooms in preparation when requiredDraft appropriate responses to various correspondence as requested.Process orders via the ORACLE system and ensure that all associated actions are undertaken in a timely and efficient mannerManage and maintain the information management and filing systems for specific areas of work ensuring that the team works within a paperless environment as far as possible.Maintain updated contact lists as required.Daily monitoring and updating of Directorate Complaints TrackerDeal with minor faults, basic technical problems, maintenance and software updates for office equipment such as photocopiers, laptops and projectors and video conferencing.Access and update information on intranet/internet sites relating to the Team Business.

About us

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.