Swansea Bay University Health Board

Admin Officer

The closing date is 27 July 2025

Job summary

An exciting opportunity has arisen within our MH&LD Division for a part time (22.5 hrs) Administration Officer based in Ty Einon Community Mental Health Team.

The post holder is required to communicate and liaise with staff and members of partner organisations, produce work to deadlines whilst ensuring compliance with Health Board policies . This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core duties. The duties and responsibilities listed below are not intended to be exhaustive, but are set out to indicate the main areas of activity currently expected. The post holder will, therefore, be expected to adopt a flexible approach when the needs of the service require.

- 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 staff and regular routine audits.

- Provide a diary management service with the ability to resolve conflicting diary appointments and schedules.

- Make judgements involving straightforward job-related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules.

Main duties of the job

- 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 in order 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 have contact 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 by systems within the team and Health Board's corporate systems. Contribute and assist with the development of new systems 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, seeking advice as necessary.

- 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.

Details

Date posted

23 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,313 to £26,999 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

130-AC134-0725

Job locations

Ty Einon Community Mental Health Team

Princess Street

Gorseinon

SA4 4US


Job description

Job responsibilities

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

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

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

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

Qualifications and Knowledge

Essential

  • Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience

Desirable

  • ECDL

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

  • Working in an NHS environment

Aptitude and Abilities

Essential

  • Good knowledge of MS Office Suite and thorough understanding of office procedures
  • Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skills
  • Good written and verbal communication skills and problem solving and fact finding

Desirable

  • Ability to work to deadlines and under pressure
  • Able to work within a team
Person Specification

Qualifications and Knowledge

Essential

  • Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience

Desirable

  • ECDL

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

  • Working in an NHS environment

Aptitude and Abilities

Essential

  • Good knowledge of MS Office Suite and thorough understanding of office procedures
  • Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skills
  • Good written and verbal communication skills and problem solving and fact finding

Desirable

  • Ability to work to deadlines and under pressure
  • Able to work within a team

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Swansea Bay University Health Board

Address

Ty Einon Community Mental Health Team

Princess Street

Gorseinon

SA4 4US


Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Swansea Bay University Health Board

Address

Ty Einon Community Mental Health Team

Princess Street

Gorseinon

SA4 4US


Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Business Support Manager

Jayne Beer

jayne.beer@wales.nhs.uk

Details

Date posted

23 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,313 to £26,999 a year per annum

Contract

Permanent

Working pattern

Part-time

Reference number

130-AC134-0725

Job locations

Ty Einon Community Mental Health Team

Princess Street

Gorseinon

SA4 4US


Supporting documents

Privacy notice

Swansea Bay University Health Board's privacy notice (opens in a new tab)