Job overview
An exciting opportunity has arisen within our Mental Health and Learning Disabilities Division for a Clerical Officer, this will be part time (18.75hrs) and will be based within our Local Primary Mental Health Service in Tonna Hospital.
The post holder will provide a comprehensive clerical and reception administrative service, demonstrating a courteous, professional, and sensitive approach at all times prioritising their time, and demonstrate a high degree of flexibility and will in their approach to work;
•Maintain records both manually and on computerised systems.
•Handling sensitive and confidential information, i.e. patient /staffing information, or service data etc.
•Deliver a client focussed service promoting good customer service and effective working relationships.
•Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.
•Provide clerical and administrative support during colleagues’ absences due to annual leave and sickness.
Main duties of the job
•Ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility.
•Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.
•Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc. to obtain or process requests for information and develop/maintain working relationships.
•Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge.
•Screening all incoming calls and manage barriers to communication, remaining courteous, polite, and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.
•Arrange meetings or appointments, typing/distributing minutes as directed by the Manager.
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
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
Person specification
Qualifications and Knowledge
Essential criteria
1. 5 GCSEs or equivalent, Grade C or above.
2. Level 2 or equivalent demonstrable experience/knowledge in Business Administration or similar
3. RSA II or equivalent demonstrable experience.
4. Proof of appropriate CPD.
Desirable criteria
5. ECDL or equivalent experience and or qualifications.
6. Customer Service qualification L2
Experience
Essential criteria
7. Experience of working in an administrative/office environment.
8. Excellent verbal and written communication skills.
9. Ability to use Microsoft Office e.g. word/excel and virtual platforms e.g. Teams etc
Desirable criteria
10. Ability to travel within geographical area to meet the business needs.
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