Receptionist

The main purpose of the role is to provide a comprehensive, efficient, and effective administrative support service:

- Reception/ switchboard duties
- Provide a professional, friendly and prompt administrative support service, and deal with enquires.
- Respond to requests or queries appropriately, with advice and information, both verbally and written, in an accurate and timely manner, involving others where necessary.
- If receiving complaints from service users, using empathetic communication skills to appropriately obtain relevant information and efficiency to ensure details are passed to the appropriate persons within the programme.
- Provide full and effective administrative assistance to the to ensure comprehensive support in execution of their duties, consisting of but not limited to, taking minutes of meetings organising meetings and preparing agendas papers, typing of reports, updating action logs, SharePoint site etc
- Regularly and accurately update relevant manual and computerised records systems.
- Maintain accurate diary systems and coordinate diary appointments on behalf of the Directorate
- Arrange and book meetings, conferences, courses and associated functions (i.e., travel, accommodation) as and when required on behalf of the Directorate
- Maintain records and documentation to legal requirements and arrange appropriate archiving when required.
- Maintain meeting action logs to ensure an accurate record of decision making.
- Produce presentation materials, spreadsheets and graphs as directed and to agreed timescales.
- Assess and prioritise information and workload in order to maintain an efficient service.
- Research and retrieve information as necessary to assist in the effective management of daily business, such as collating statistics and/or information for reports
- Actively review and where appropriate offer suggestions for own working environment and processes.

The ability to speak Welsh is essential for this post.

Digital Health and Care Wales (DHCW) is part of the NHS Wales family and has an important role in changing the way health and care services are delivered through technology and data. The organisation supports frontline staff with modern systems and access to important information about their patients, while empowering the people of Wales to manage their own health through digital NHS Wales services.

Working for DHCW offers lots of employee benefits, including flexible working, a competitive salary, 28 days of annual leave plus Bank Holidays and opportunities for career development. We are committed to recognising and celebrating our staff as the most valuable part of our organisation.

Join our game changing, life-saving team and start making a real difference to health and care services in Wales.
- Deal with straightforward queries without referral to the relevant department.
- Draft replies or reply to straightforward correspondence without referral to the relevant department. Ensure decisions made at meetings are followed up and actions arising from meetings are carried out.
- Undertake ordering of goods and services upon the direction of departmental leads, using the ORACLE ordering system, checking and passing invoices in conjunction with the Finance department and to ensure compliance with NHS Wales and Organisation Standard Financial Instructions and Standing Orders.
- Process invoices for payment.
- Ensure that stationary levels are maintained within the department ordering where necessary.
- Develop and maintain a database for all equipment used within the department.
- Use of the departmental credit card.
- Responsible for ensuring own personal development as appropriate.
- Responsible for undertaking active role in own Personal Appraisal.
- Development Review to achieve personal and organisation objectives as appropriate
- Ensure the maintenance of an efficient and effective online filing system.
- Maintain the strictest confidentiality in all dealings and ensure compliance with the Data Protection Act.
- Produce presentations on PowerPoint and utilise Excel for the production of reports.