Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
An exciting opportunity has arisen for dedicated and experienced Administration Officers to join the Acute Clinical Teams at both Bonymaen Clinic and Cimla Hospital. We are seeking enthusiastic and self-motivated individuals with excellent communication, organisational, and interpersonal skills. The successful candidates will provide essential administrative support for the regional ACT service, working both independently and as part of a team.
The ideal candidates will have substantial administration experience and a high level of computer literacy. They must be skilled at prioritising workloads and meeting deadlines. The role requires regional travel, including working at the Single Point of Access in Morriston Hospital during the week.
This permanent position involves working your hours over a 7-day period, between 08:00 and 17:00.
Start and finish times can be discussed upon appointment.
Main duties of the job
As a member of the Acute Clinical Team, you will provide efficient and effective administrative support for the service. The role demands excellent communication and organisational skills, the ability to work independently, and as part of a team.
As an Administrative Support Officer, you will manage the day-to-day administration of the service. You will be the first point of contact for health professionals, patients, their families, and other stakeholders. Your responsibilities will include processing referrals, updating electronic systems, scheduling appointments using the Malinko system, collating information, ordering stock, distributing mail, communicating with colleagues, and supporting the team with general administrative tasks.
We are looking for a self-motivated individuals with an enthusiastic attitude and a willingness to learn. You should have excellent organisational skills and be flexible in your approach. Ideally, you will be educated to a vocational level 3 in administration or equivalent. The successful candidates will need to work to tight deadlines and prioritise workloads effectively. Advanced computer skills with a working knowledge of Microsoft Office 365 are essential. Previous experience with NHS systems such as WPAS and Oracle would be advantageous but is not essential, as full training will be provided.
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 or equivalent IT qualification
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. Administering finance systems, e.g. requisitions, budget monitoring
9. Working in an NHS environment
Skills
Essential criteria
10. Good knowledge of MS Office Suite and thorough understanding of office procedures
11. Working knowledge of filing/data systems including record management
12. Good written and verbal communication skills and problem solving and fact finding
13. Work within a team and to take direction from senior team members
14. Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skills
Desirable criteria
15. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential criteria
16. Ability to work to deadlines and under pressure
17. Able to work within a team
18. Ability to work on own initiative
19. Good time management
20. Respect confidentiality
21. Keen to learn/develop skills
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
Welsh language skills are desirable