Job summary
Powys Teaching Health Board (PTHB) is committed to providing Dementia Care to align with the requirements in Welsh Government policy. Memory Assessment Services (MAS) operate across Powys. The MAS Service is working towards achieving the objectives of the Welsh Government Dementia Vision 2018 - 2022 (DAP) and subsequent All-Wales Dementia Care Pathway of Standards to ensure parity of services across Powys.
We are looking for an enthusiastic individual to join our Memory Assessment Service to undertake the role of the Administration Support Officer within a busy multi-disciplinary.
The post holder will require excellent communication skills, liaising with patients and clinicians over multiple channels i.e. telephone, email.
The post holder will work positively and flexibly to support the needs of the service, be motivated, ready for the next challenge and enjoy working as part of a very busy team.
Main duties of the job
o Provide a comprehensive clerical, administrative and secretarial support service.o Communicate and exchange complex, sensitive information across the organisation both internally and externally, usingtact and persuasive skills and demonstrate excellent communication skills and the ability to handle sensitive and confidentialinformation.o Responsible for organising meetings, preparing papers and taking minutes.
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
Responsibilities and Duties
Provide a range of clerical and secretarial services as directed.
Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who haveconcerns regarding service delivery. The post holder will be required to overcome communication barriers in this respect.
Order and maintain supplies and process invoices using Oracle.
CommunicationCommunicate and exchange complex, sensitive information across the organisation both internally and externally, usingtact and persuasive skills and demonstrate excellent communication skills and the ability to handle sensitive and confidentialinformation.
Establish strong links with colleagues across the Health Board and with those providing services to patients both in and outside Powys.Responsible for organising meetings, preparing papers and taking minutes.Respond to correspondence as directed, some of which will contain sensitive information.Be a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person.Provide a sign-posting service.Able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.
Planning and DesignManage the diary and appointment schedule of the team as required, utilising diary time effectively.Track correspondence and monitor follow up actions to ensure their completion.Organise meetings, including the booking of venues, equipment and refreshments, co-ordinate attendance.Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly.
Management, Training & LeadershipDemonstrate own role to new starters.
Finance and BudgetOrder and maintain supplies and process invoices using Oracle.
Improvement, Monitoring, Evaluation/ Policy/Service DevelopmentThe post holder is guided by clearly defined occupational policies, protocols and procedures.
Digital and InformationPrepare accurate papers and minutes, monitoring the delivery of follow-up actions arising from the minutes.
Research Development. Evaluation & AuditUndertake surveys and audits as necessary for own role.
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 on Trac.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
Responsibilities and Duties
Provide a range of clerical and secretarial services as directed.
Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who haveconcerns regarding service delivery. The post holder will be required to overcome communication barriers in this respect.
Order and maintain supplies and process invoices using Oracle.
CommunicationCommunicate and exchange complex, sensitive information across the organisation both internally and externally, usingtact and persuasive skills and demonstrate excellent communication skills and the ability to handle sensitive and confidentialinformation.
Establish strong links with colleagues across the Health Board and with those providing services to patients both in and outside Powys.Responsible for organising meetings, preparing papers and taking minutes.Respond to correspondence as directed, some of which will contain sensitive information.Be a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person.Provide a sign-posting service.Able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.
Planning and DesignManage the diary and appointment schedule of the team as required, utilising diary time effectively.Track correspondence and monitor follow up actions to ensure their completion.Organise meetings, including the booking of venues, equipment and refreshments, co-ordinate attendance.Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly.
Management, Training & LeadershipDemonstrate own role to new starters.
Finance and BudgetOrder and maintain supplies and process invoices using Oracle.
Improvement, Monitoring, Evaluation/ Policy/Service DevelopmentThe post holder is guided by clearly defined occupational policies, protocols and procedures.
Digital and InformationPrepare accurate papers and minutes, monitoring the delivery of follow-up actions arising from the minutes.
Research Development. Evaluation & AuditUndertake surveys and audits as necessary for own role.
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 on Trac.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications and Knowledge
Essential
- NVQ 3 or equivalent qualification or relevant experience
- Experience of using computer-based management information systems
- Experience and an ability to prepare detailed reports
- Experience of using computer software programmes
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 equivalent to RSA 2/3
- Excellent communicator at all levels within and outside an organisation including an ability to communicate effectively with patients and members of the public
Skills and Attributes
Essential
- Demonstrate PTHB Values
- Excellent verbal and written communication skills
- Identify, prioritise and work to short deadlines
- Work without supervision to achieve the objectives of the post
- Design and layout reports, forms and other documents to a high quality and appropriate format
- Take accurate minutes
- Collate and undertake a basic analysis of data
- Prepare information for meetings and seminars
- Communicate clearly and succinctly, both orally and written
Desirable
Person Specification
Qualifications and Knowledge
Essential
- NVQ 3 or equivalent qualification or relevant experience
- Experience of using computer-based management information systems
- Experience and an ability to prepare detailed reports
- Experience of using computer software programmes
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 equivalent to RSA 2/3
- Excellent communicator at all levels within and outside an organisation including an ability to communicate effectively with patients and members of the public
Skills and Attributes
Essential
- Demonstrate PTHB Values
- Excellent verbal and written communication skills
- Identify, prioritise and work to short deadlines
- Work without supervision to achieve the objectives of the post
- Design and layout reports, forms and other documents to a high quality and appropriate format
- Take accurate minutes
- Collate and undertake a basic analysis of data
- Prepare information for meetings and seminars
- Communicate clearly and succinctly, both orally and written
Desirable
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).
