Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD.
The post holder will 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.
Main duties of the job
Provide information orally, in writing and electronically to inform clients, work colleagues, and external partner organisations 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 systems, 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 electronic and hard filing systems, ensuring that information is appropriately and securely stored, filed and 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.
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
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. Good knowledge of understanding the Data Protection Act and dealing with confidential sensitive data.
5. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
6. Working experience of Microsoft Office Suite
7. •Excellent verbal, written and communication skills
Desirable criteria
8. •Previous experience of working in the NHS
Knowledge and Skills
Essential criteria
9. Good knowledge of MS Office Suite
10. Working knowledge of filing/data systems including record management
11. Thorough understanding of office procedures
Desirable criteria
12. Administering finance systems, e.g. requisitions, budget monitoring
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.
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