To support a comprehensive efficient and effective administrative and receptionist service within the Facilities team at the Welsh Blood Service. The postholder will provide a professional, friendly and customer focused receptionist service, welcoming and receiving visitors and contractors and dealing with enquiries.
Welsh language skills need to be learnt when appointed to the post in the postholder is not able to speak Welsh on appointment.
This postholder will be required to work flexibly over five days between the hours of 8:00am - 17:30pm to ensure adequate cover is provided.
This post is fixed term/secondment for 12 months.
Main Duties of the Job
Provide cover and support a comprehensive efficient and effective administrative and receptionist service for the Facilities team within Welsh Blood.
Provide and receive routine information to/from colleagues, donors and contractors through means of verbal and written communication.
First point of contact for any issues and problems that arise for non complex queries, obtaining facts and escalating to manager when appropriate.
Planning routine maintenance requests with internal and external staff/contractors. Planning own workload and daily tasks.
Will follow policies set out by the organisation, may be required to assist with reviewing policies within own area of work.
Will be required to monitor office stock items and order/request replacement items as and when necessary.
Monitoring CCTV and critical alarms systems.
Undertake full administrative support as necessary dealing with mail, telephone, personal and e-mail queries in an efficient, courteous, professional and timely manner. Will be responsible for inputting data entry onto appropriate system used within the department.
Will demonstrate own daily working activities to new starters or less experienced staff within own area, such as use of data/reception systems, office equipment and stock monitoring.
Job Responsibilities
In line with the Welsh language Standards, the Trust is charged with providing a bilingual Service to patients and donors.
Reception staff are required to have a competent level of the Welsh language to ensure bilingual communication can happen seamlessly.
Posts dedicated to greeting patients or donors, either face to face, or on the telephone are required to have at least a level 3 of Welsh language competency.
These posts will be advertised as Welsh Essential or Willing to learn (specified timescales given) from April 2024 onwards.
Level 3 Welsh is identified as:
Level 3 I Can:
Understand much of what is said in an office, meeting, etc.
Keep up a simple conversation on a work related topic, but may need to revert to English to discuss/report on complex or technical information
Take and pass on most messages that are like to require attention
Offer advice on simple job-related matters I Can:
Read and understand factual, routine information and the gist of job-related routine and non-routine correspondence, factual literature, etc. When standard language is used. I Can:
Write a detailed/descriptive letter relating to my own job area, but will need to have it checked by a Welsh speaker
Make reasonably accurate notes while someone is talking
Person Specification
Qualifications and/or Knowledge
* Good standard of education
* 3 GCSE's (including Maths and English) OR Equivalent level of experience
* Working knowledge of Quality systems and procedures.
Experience
* Maintaining electronic and paper record keeping systems
* Data system entry
* Understanding of confidentiality
* Minute taking
Other
* Ability to speak welsh
Skillls and Attributes
* Ability to work to deadlines
* Ability to work on own initiative
* Excellent organisational skills.
* Excellent interpersonal 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.
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