Job summary
THIS POST IS A SECONDMENT FOR 12 MONTHS DUE TO MATERNITY COVER.
The post holder is required to communicate and liaise with staff and members of partner organisations, produce work to deadlineswhilst ensuring compliance with Health Board policies . This is a key supporting role in the effective running of the team, whichincludes the management of resources as part of the core duties. The duties and responsibilities listed below are not intended to beexhaustive, but are set out to indicate the main areas of activity currently expected. The post holder will, therefore, be expected toadopt a flexible approach when the needs of the service require.o Provide comprehensive administrative support to the Service. This includes; providing administrative support, arranging meetings,coordinating information, preparation of agendas, minute taking, data entry, generation of daily work list for administration staffand regular routine audits.o Provide a diary management service with the ability to resolve conflicting diary appointments and schedules.o Make judgements involving straightforward job-related facts or situations, such as choosing and booking appropriate venues basedon requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules.o Organise and support the planning of meetings and taking formal minutes,
Main duties of the job
Prioritise own work and complete work to agreed deadlines. Provide support to business and project processes.o Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls.o Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder inorder to provide cover. Prepare and distribute documents and papers as required.o Advanced keyboard skills and knowledge of telephony systems and general office equipment.o Manage internal and external post, including sorting and arranging collection when necessary. The post holder may havecontact with service users and will be expected to signpost/direct to the appropriate person/department.o Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined bysystems within the team and Health Board's corporate systems. Contribute and assist with the development of newsystems and processes as part of the development of quality standards within the team.o Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seekingadvice as necessary.o Guided by standard procedures, good practice and understands the standards and results that are to be achieved.
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
Prioritise own work and complete work to agreed deadlines. Provide support to business and project processes. Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder inorder to provide cover. Prepare and distribute documents and papers as required. Advanced keyboard skills and knowledge of telephony systems and general office equipment. Manage internal and external post, including sorting and arranging collection when necessary. The post holder may havecontact with service users and will be expected to signpost/direct to the appropriate person/department. Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined bysystems within the team and Health Boards corporate systems. Contribute and assist with the development of newsystems and processes as part of the development of quality standards within the team. Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seekingadvice as necessary. Guided by standard procedures, good practice and understands the standards and results that are to be achieved.Communication Provide information orally, in writing and electronically to inform clients, work colleagues, and external partnerorganisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public. Ensure effective communication between team members providing information and advice in a timely manner. Provide an effective and professional service when liaising with colleagues, stakeholders and the public. Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol. Manage the telephony system, direct telephone calls appropriately and relay messages accurately and in a timely fashion(calls may be confidential and sensitive and be from a range of internal/external individuals and organisations). Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filedand retrievable whilst adhering to information governance guidelines to protect personal information. Deal with personal emails and take action on delegated emails at managers request and supervision. The post holder willprovide basic advice to clients and the public on health improvement and health behaviour change. Contribute to team meetings.Education and Training/Staff Management Provide support to the management of personnel procedures, including the recording of annual leave, study leaverequests and high cost study requests.
Recording of authorised special leave/sickness absence as requested. Participate in self-development to continually improve performance and undertake development activities that areidentified. Provide support to the induction process. Support in the training of new staff on systems and procedures within the office. Collate pay card information for authorisation.Information Resources Responsible for the entry and storage of data compiled by others (electronic and hard copies) Use a variety of IT applications to promote the smooth running of the department and projects Take and transcribe formal minutes of meetings Ensure security of records in line with GDPR. Ensure compliance with information governance policies and procedures Setting up, managing and maintaining office systems, including paper and electronic files, ensuring that information isappropriately and securely stored, filed and retrievable.Finance Process requisitions for the team in accordance with the Health Boards finance policies and procedures. Process petty cash requests following organisational procedures. Process orders of resources and supplies via the procurement systems. Process credit card requests within the scope of organisational policy and procedures. Assist in the maintenance of materials and equipment stock.
Provide budget monitoring support, including recharging and processing of invoices. Prepare pay cards for authorisation. Support the coordination and dissemination of resources.Research and Development Administration support to those undertaking research, such as requesting information. Participate in the preparation and administration of audit information for own work. Involvement in the arranging and recording of equipment required to be tested.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
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.
Job description
Job responsibilities
Prioritise own work and complete work to agreed deadlines. Provide support to business and project processes. Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder inorder to provide cover. Prepare and distribute documents and papers as required. Advanced keyboard skills and knowledge of telephony systems and general office equipment. Manage internal and external post, including sorting and arranging collection when necessary. The post holder may havecontact with service users and will be expected to signpost/direct to the appropriate person/department. Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined bysystems within the team and Health Boards corporate systems. Contribute and assist with the development of newsystems and processes as part of the development of quality standards within the team. Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seekingadvice as necessary. Guided by standard procedures, good practice and understands the standards and results that are to be achieved.Communication Provide information orally, in writing and electronically to inform clients, work colleagues, and external partnerorganisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public. Ensure effective communication between team members providing information and advice in a timely manner. Provide an effective and professional service when liaising with colleagues, stakeholders and the public. Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol. Manage the telephony system, direct telephone calls appropriately and relay messages accurately and in a timely fashion(calls may be confidential and sensitive and be from a range of internal/external individuals and organisations). Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filedand retrievable whilst adhering to information governance guidelines to protect personal information. Deal with personal emails and take action on delegated emails at managers request and supervision. The post holder willprovide basic advice to clients and the public on health improvement and health behaviour change. Contribute to team meetings.Education and Training/Staff Management Provide support to the management of personnel procedures, including the recording of annual leave, study leaverequests and high cost study requests.
Recording of authorised special leave/sickness absence as requested. Participate in self-development to continually improve performance and undertake development activities that areidentified. Provide support to the induction process. Support in the training of new staff on systems and procedures within the office. Collate pay card information for authorisation.Information Resources Responsible for the entry and storage of data compiled by others (electronic and hard copies) Use a variety of IT applications to promote the smooth running of the department and projects Take and transcribe formal minutes of meetings Ensure security of records in line with GDPR. Ensure compliance with information governance policies and procedures Setting up, managing and maintaining office systems, including paper and electronic files, ensuring that information isappropriately and securely stored, filed and retrievable.Finance Process requisitions for the team in accordance with the Health Boards finance policies and procedures. Process petty cash requests following organisational procedures. Process orders of resources and supplies via the procurement systems. Process credit card requests within the scope of organisational policy and procedures. Assist in the maintenance of materials and equipment stock.
Provide budget monitoring support, including recharging and processing of invoices. Prepare pay cards for authorisation. Support the coordination and dissemination of resources.Research and Development Administration support to those undertaking research, such as requesting information. Participate in the preparation and administration of audit information for own work. Involvement in the arranging and recording of equipment required to be tested.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
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.
Person Specification
Essential Experience
Essential
- Demonstrate experience in an administrative role
- Experience of communicating with all levels of professional staff and the public
- Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring
- Working in an NHS environment
Essential Qualifications & Knowledge
Essential
- Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
Essential Aptitude and abilities
Essential
- Adhere to and can demonstrate SBU Values & Behaviours
- Good knowledge of MS Office Suite and thorough understanding of office procedures
- Working knowledge of filing/data systems including record management
- Working knowledge of filing/data systems including record management
- Good written and verbal communication skills and problem solving and fact finding
- Work within a team and to take direction from senior team members
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other Essential Criteria
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Keen to learn/develop skills
Person Specification
Essential Experience
Essential
- Demonstrate experience in an administrative role
- Experience of communicating with all levels of professional staff and the public
- Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring
- Working in an NHS environment
Essential Qualifications & Knowledge
Essential
- Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
Essential Aptitude and abilities
Essential
- Adhere to and can demonstrate SBU Values & Behaviours
- Good knowledge of MS Office Suite and thorough understanding of office procedures
- Working knowledge of filing/data systems including record management
- Working knowledge of filing/data systems including record management
- Good written and verbal communication skills and problem solving and fact finding
- Work within a team and to take direction from senior team members
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other Essential Criteria
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Keen to learn/develop skills
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).
