Job overview
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;
• 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. 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.
Process requests for information and develop/maintain working relationships. Take accurate messages and ensure these are passed onto the appropriate person. Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.
Maintain and improve own knowledge, learning and ability to excel in the role setting an example for others. At all times the post holder will act in a professional, respectful, compassionate, and confidential way. Solve delegated problems logically and make decisions appropriate to the level of the post. Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues. Ensure own workload is managed effectively to deliver against business priorities in a timely manner. Providing timely and accurate work. Respond positively to change in the working environment.
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
The full details of the job description and personal specification are outlined in the attached documents.
Person specification
Qualifications
Essential criteria
1. 5 GCSEs
2. Level 2 equivalent demonstrable experience
3. Proof of appropriate CPD
Desirable criteria
4. ECDL or equivalent experience and or qualifications
Experience
Essential criteria
5. Excellent Verbal and Written Communication
Aptitude and Abilities
Essential criteria
6. Can demonstrate SBU Values
7. Excellent Veral and written communication
8. Ability to meet deadlines
9. Ability to prioritise
10. Microsoft Office
Desirable criteria
11. Welsh Speaker
Other
Essential criteria
12. Ability to work hours flexibly
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