Job summary
This is a fixed term contract for 10 months. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
An exciting opportunity has arisen to join the Immunisation and Vaccination service, within the business team to undertake the role of Administration Support Officer. The post holder will operate in a fast-paced environment and will provide comprehensive and effective support to the team.
The post holder will provide a comprehensive clerical, administrative andsecretarial support service andwill need to work on their own initiative and will be responsible for organising meetings for staff within the department andliaising with other Health Board Staff and external organisations.The post holder will also need to be able to communicate, and will need todemonstrate excellent communication skills and have the ability to handlesensitive and confidential information, including the ability to collate and undertake a basic analysis of confidential data.
As a Health Board we embrace diversity and inclusion. We offer a supportive and welcoming place to work which is free from discrimination and fair in all our working practices. We'll value your contribution whether you're looking for your first job, re-entering the workforce or looking for a career change. Powys Teaching Health Board warmly welcomes all.
Main duties of the job
Responsible for providing and coordinating a comprehensive, confidential and high quality administrate service for the Immunisation and Vaccination team.
Manage the diary and appointment schedule of managers as required,utilising diary time effectively which will involve adjustments toappointments to ensure deadlines are met. Be able to provide support and cross cover within the department.Organise meetings, including the booking of venues, equipment and co-ordinate attendance.
Manage incoming correspondence, dealing with routine items and action reminders as instructed. Responding to correspondence as directed, some of which will contain sensitive information.Track correspondence and monitor follow up actions to ensure their completion. Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who have concerns regarding service delivery.
Develop and maintain efficient, functional and up to date filing systems, including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly.Prepare accurate papers and minutes; monitoring the delivery of follow-up actions arising from the minutes.
Be a source of contact for both colleagues and the public, ensuring theyare directed to the appropriate person. This will include being able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.
About us
Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.
As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.
To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
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.
You can complete your application in Welsh or English, its entirely your choice. Once youve applied, we will keep you updated on the progress of your application, so be sure to check your emails regularly.
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.
You can complete your application in Welsh or English, its entirely your choice. Once youve applied, we will keep you updated on the progress of your application, so be sure to check your emails regularly.
Person Specification
Qualifications and/or Knowledge
Essential
- NVQ 3 or equivalent qualification or relevant experience
- Experience of using computer based management information systems
- Experience of using Microsoft Office software
Desirable
- Experience of working in an environment where both tact and diplomacy has had to be used.
- Knowledge of the structure and operation of the Health Board
Experience
Essential
- Advanced Keyboard Skills
- An excellent communicator at all levels within and outside an organisation including an ability to communicate effectively with patients and members of the public
Desirable
- Ability to write / speak Welsh
Aptitude and Abilities
Essential
- Excellent verbal and written communication skills
- Ability to identify, priorities and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
- Ability to take accurate minutes
- Ability to collate and undertake a basic analysis of data
- Ability to prepare information for meetings and seminars
- Ability to communicate clearly and succinctly, both orally and written
Desirable
- An understanding of the Data Protection Act particularly in relation to confidentiality
Person Specification
Qualifications and/or Knowledge
Essential
- NVQ 3 or equivalent qualification or relevant experience
- Experience of using computer based management information systems
- Experience of using Microsoft Office software
Desirable
- Experience of working in an environment where both tact and diplomacy has had to be used.
- Knowledge of the structure and operation of the Health Board
Experience
Essential
- Advanced Keyboard Skills
- An excellent communicator at all levels within and outside an organisation including an ability to communicate effectively with patients and members of the public
Desirable
- Ability to write / speak Welsh
Aptitude and Abilities
Essential
- Excellent verbal and written communication skills
- Ability to identify, priorities and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
- Ability to take accurate minutes
- Ability to collate and undertake a basic analysis of data
- Ability to prepare information for meetings and seminars
- Ability to communicate clearly and succinctly, both orally and written
Desirable
- An understanding of the Data Protection Act particularly in relation to confidentiality
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.
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.
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).
