Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
The post holder will 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.
Main duties of the job
The post holder will;
• Communicate and liaise with staff and members of partner organisations,
• 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. Adopt a flexible approach when the needs of the service require. Provide support to business and project processes.
• Produce work to deadlines whilst ensuring compliance with health board policies
• Provide support to staff within the team/office
• Provision of records and extracts (manual and electronic) for completion of 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/rooms based on requirements and in line with agreed policies and procedures, resolving conflicting diary appointments and schedules.
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 & 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
2. Good knowledge of MS Office Suite Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational
3. Thorough understanding of office procedures
Desirable criteria
4. ECDL
Experience
Essential criteria
5. Demonstrate experience in an administrative role requiring the accurate identification and extraction of records
6. Experience of communicating with all levels of professional staff and the public
7. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
8. Experience of transcribing and minute taking
9. Working experience of Microsoft Office Suite
Desirable criteria
10. Administering finance systems, e.g. requisitions, budget monitoring
11. Working in an NHS environment
Aptitude and abilities
Essential criteria
12. Working knowledge of filing/data systems including record management
13. Ability to work on own initiative and manage own workload
14. Able to manage diaries
15. Advanced keyboard skills
16. Good written and verbal communication skills
17. Good organisational skills Problem solving and fact finding
18. Ability to work within a team and to take direction from senior team members
19. Adhere to and can demonstrate SBU Values & Behaviours
Desirable criteria
20. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other Essential Criteria
Essential criteria
21. Ability to travel within geographical area.
22. Able to work hours flexibly
23. Satisfactory Standard/Enhanced DBS clearance including an Adults and Childrens Barred List check
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