Job overview
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.
Working for our organisation
We believe staff are our best asset and we want 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 or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and 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 that our 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.
Detailed job description and main responsibilities
Person specification
Qualifications and Knowledge
Essential criteria
1. Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
Desirable criteria
2. ECDL
Experience
Essential criteria
3. Demonstrate experience in an administrative role
4. Experience of communicating with all levels of professional staff and the public
5. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
6. Experience of transcribing and minute taking
7. Working experience of Microsoft Office Suite
Desirable criteria
8. Working in an NHS environment
Aptitude and Abilities
Essential criteria
9. Good knowledge of MS Office Suite and thorough understanding of office procedures
10. Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skills
11. Good written and verbal communication skills and problem solving and fact finding
Desirable criteria
12. Ability to work to deadlines and under pressure
13. Able to work within a team
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable