Job summary
The post holder will provide a comprehensive clerical and reception administrative service, demonstrating a courteous, professional, and sensitive approach at all times prioritising their time, and demonstrate a high degree of flexibility and will;? Maintain records both manually and on computerised systems.? Handling sensitive and confidential information, i.e. patient /staffing information, or service data etc.? Deliver a client focussed service promoting good customer service and effective working relationships.? Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.? Provide clerical and administrative support during colleagues' absences due to annual leave and sickness.
Main duties of the job
The post holder is responsible for maintaining both manual and computerised records, handling sensitive information like staffing data, and consistently delivering client-focused services that promote good customer relations.
Communication: They are required to ensure effective communication across all organisational levels. This includes building strong relationships with stakeholders, utilising excellent communication skills when working with external entities. Tact, diplomacy, and discretion are essential when dealing with sensitive matters. They also manage incoming calls, staying courteous even with difficult queries.
Management, Training & Leadership: They actively participate in performance reviews and identify skill development opportunities.
Finance and Budget: The post holder monitors office equipment, orders stock, and follows health board procedures.
Improvement & Service Development: They solve delegated problems, ensure reception areas are presentable, and contribute to service improvement, making informed decisions and consulting managers when necessary.
Service Delivery: Responsibilities include reception duties, handling confidential information, and managing meeting room bookings. They adapt well to changing work demands, support colleagues, and ensure visitors follow access procedures.
Digital & Information: They provide clerical support, maintain IT systems, stay current with software updates, and assist during colleague absences.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staffing information and service data etc. The post holder will consistently deliver a client focussed service promoting good customer service and effective working relationships.
Communication; To ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility. Building and maintaining strong influential relationships with internal and external stakeholders. Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff or patients etc. to obtain or process requests for information and develop/maintain working relationships. Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed and action is taken. Screening all incoming calls and manage barriers to communication, remaining courteous, polite and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.
Planning and Design Arranging meetings, typing and distributing minutes as directed by the Manager.Management, Training & Leadership Maintain and improve own knowledge, learning and ability to excel in the role setting an example for others. At all times the post holder will act in a professional, respectful, compassionate and confidential way. Take every reasonable opportunity to maintain and improve professional knowledge. Prepares for and takes an active part in the PADR process in accordance with the organisation policy. In partnership with reviewer, identify opportunities to develop own competence/own skills in order to achieve objectives. Assist in maintaining own and others safety and security. Act within legislation, policies and procedures. Post holder to ensure they are up to date with statutory and mandatory training
Finance and Budget Responsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and process order stock as directed using the health boards systemImprovement, Monitoring, Policy/Service Development Solving delegated problems logically and make decisions appropriate to the level of the post. Ensure that the reception and waiting areas are welcoming, tidy and well presented at all times and that notice boards are kept up to date. Making changes in own practice and constructively undertaking a role in improving the service as agreed, offering suggestions for improving services. Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues. Maintaining up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Ensuring that own workload is managed effectively to deliver against business priorities in a timely manner
The post holder should be able to maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.Service Delivery Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required. Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staff information and service data. Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge. Maintaining a log/record of equipment within the department, stationery ordering and maintaining stock. Providing timely and accurate work. Managing meeting room bookings and IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required. Respond positively to change in the working environment and to deal effectively with work pressures when they arise. Support others effectively during times of change and work with others to overcome problems if they arise. To ensure, as far as is reasonably practicable, that correct procedures are followed for staff, visitors and when applicable, contractors accessing the building including routinely maintaining the visitors book and staff sign in sheets.
Digital and Information Providing and receiving routine information orally, in writing or electronically to inform work. Providing a clerical and copy word processing service normally associated with correspondence, reports, and other similar documentation as directed by the Executive Support Manager. Work competently with the organisations IT systems and keeping up to date with the latest software and technological developments. To provide clerical and administrative support during colleagues absences due to annual leave and sickness. Ensuring there are robust systems and processes in place for handling administration and support work and implementing and maintain effective office systems making maximum use of technology.Research Development. Evaluation & Audit Assist with audits as requested
Job description
Job responsibilities
Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staffing information and service data etc. The post holder will consistently deliver a client focussed service promoting good customer service and effective working relationships.
Communication; To ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility. Building and maintaining strong influential relationships with internal and external stakeholders. Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff or patients etc. to obtain or process requests for information and develop/maintain working relationships. Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed and action is taken. Screening all incoming calls and manage barriers to communication, remaining courteous, polite and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.
Planning and Design Arranging meetings, typing and distributing minutes as directed by the Manager.Management, Training & Leadership Maintain and improve own knowledge, learning and ability to excel in the role setting an example for others. At all times the post holder will act in a professional, respectful, compassionate and confidential way. Take every reasonable opportunity to maintain and improve professional knowledge. Prepares for and takes an active part in the PADR process in accordance with the organisation policy. In partnership with reviewer, identify opportunities to develop own competence/own skills in order to achieve objectives. Assist in maintaining own and others safety and security. Act within legislation, policies and procedures. Post holder to ensure they are up to date with statutory and mandatory training
Finance and Budget Responsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and process order stock as directed using the health boards systemImprovement, Monitoring, Policy/Service Development Solving delegated problems logically and make decisions appropriate to the level of the post. Ensure that the reception and waiting areas are welcoming, tidy and well presented at all times and that notice boards are kept up to date. Making changes in own practice and constructively undertaking a role in improving the service as agreed, offering suggestions for improving services. Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues. Maintaining up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Ensuring that own workload is managed effectively to deliver against business priorities in a timely manner
The post holder should be able to maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.Service Delivery Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required. Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staff information and service data. Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge. Maintaining a log/record of equipment within the department, stationery ordering and maintaining stock. Providing timely and accurate work. Managing meeting room bookings and IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required. Respond positively to change in the working environment and to deal effectively with work pressures when they arise. Support others effectively during times of change and work with others to overcome problems if they arise. To ensure, as far as is reasonably practicable, that correct procedures are followed for staff, visitors and when applicable, contractors accessing the building including routinely maintaining the visitors book and staff sign in sheets.
Digital and Information Providing and receiving routine information orally, in writing or electronically to inform work. Providing a clerical and copy word processing service normally associated with correspondence, reports, and other similar documentation as directed by the Executive Support Manager. Work competently with the organisations IT systems and keeping up to date with the latest software and technological developments. To provide clerical and administrative support during colleagues absences due to annual leave and sickness. Ensuring there are robust systems and processes in place for handling administration and support work and implementing and maintain effective office systems making maximum use of technology.Research Development. Evaluation & Audit Assist with audits as requested
Person Specification
Essential Qualifications & Knowledge
Essential
- 5 GCSEs or equivalent, Grade C or above.
- Experience of working in an administrative/office environment.
- IT skills: Microsoft and e-mail.
Desirable
Essential Aptitude and abilities
Essential
- Can demonstrate SBU values
- Ability to work to meet deadlines.
- Self-motivated.
- Able to work hours flexibly.
Person Specification
Essential Qualifications & Knowledge
Essential
- 5 GCSEs or equivalent, Grade C or above.
- Experience of working in an administrative/office environment.
- IT skills: Microsoft and e-mail.
Desirable
Essential Aptitude and abilities
Essential
- Can demonstrate SBU values
- Ability to work to meet deadlines.
- Self-motivated.
- Able to work hours flexibly.
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).
