Facilities Administrator

This post is for a full-time permanent Band 3 Facilities Administrator based in Glangwili General Hospital.

The post holder will provide a comprehensive secretarial and administrative support service to Facilities Heads of Service and general clerical support to the Property Performance, Design, Capital and Maintenance functions.

**Duties include**:
- The post holder will be guided by precedent and clearly defined occupational policies, protocols, and procedures or codes of conduct. Work is managed rather than supervised.

The post holder will be able to manage own workload with mínimal supervision within agreed guidelines.

Plans own workload to ensure that weekly, monthly and annual targets are met.

Will need to be able to work under pressure to tight deadlines with sometimes conflicting priorities.

Responsible for the management of the booking diary for the meeting room within the Estates Department. Resolving and rescheduling any conflicting appointments.

Open all incoming mail for the department and record appropriately prior to distribution.

Provide secretarial support to the Heads of Functions including arranging and servicing meetings including taking minutes, prepare reports, documents and other correspondence as directed.

Provide secretarial support to the Heads of Functions including arranging and servicing meetings including taking minutes, prepare reports, documents and other correspondence as directed.

Responsible for the opening, recording and distributes all incoming mail to the Function.

The post holder will need to demonstrate advanced keyboard skills, to ensure that accurate data is processed at speed, to ensure that key deadlines are met.

The post holder will raise orders for good and services via the Procurement system (Oracle), receipting items on delivery.

Responsible for the development and maintenance of accurate computerised records for finance, and other data, utilising a range of software i.e., Oracle, CAFM, Word and Excel Software packages.

To have a sound knowledge of a range of software and office procedures, which will be utilised to provide secretarial support to the Heads of Functions and clerical support to the Property Performance, Design, Capital and Maintenance Functions.

Responsible for ensuring that a robust filing and retrieval system is in place for all documents as directed by the Heads of Functions.

To undertake the taking and transcribing of formal minutes as required at meetings as necessary.

Will act as part of a wider Admin Team within Facilities providing cover and support as required.

Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
**Four main hospitals**: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
**Seven community hospitals**: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

You will be able to find a full job description and person specification attached within the supporting documents.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these mínimal desirable requirements during the course of your employment with us.

Interviews will be held on 12/12/22