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Lymphoedema Wales National Team Administration

4 months ago

Neath, United Kingdom Swansea Bay University Health Board Full time

This is an exciting opportunity to work with an award winning national lymphoedema team. This newly created post will work alongside other administrators and project staff providing clerical support to the National Lymphoedema/ Cellulitis teams.

The post holder will be expected to work autonomously in managing the day to day delivery of the administration side of the National Lymphoedema Wales Clinical Network Team. This will include;
1. Provide administration/reception services which will include the use of good communication skills
2. Booking appointments/venues etc.
3. Updating of E-Systems/ databases,
4. Production of documents,
5. Collating of information,
7. Filing,
8.

In this Health Board we aspire to be driven by our values; where every person that works for us, regardless of their role, is expected to demonstrate the values of “caring for each other”, “working together” and “always improving”.

The role will undertake administration duties for the departments to include;
Communication
The service is pan Swansea Bay University Health Board and liaison with all
disciplines within the health board will be routine as well as communication with
internal and external stakeholders.
Project work
This service is in response to new developments and consequently many work
streams will be established on an ongoing basis. The post holder will be required to
- Ensure documentation is ready as directed
- Communicate with external speakers and confirm bookings
- Maintain an electronic library
- Arrange/confirm meetings/workshops

First Point of Contact Support
As one of the first point of contacts for the department, the Clerical Officer will
deal with and direct calls as necessary in a professional, courteous manner acting
as an ambassador for the organisation in all aspects of communication. This will
include;
- Dealing with telephone queries appropriately, referring more complex queries

onto the appropriate person
- Providing an excellent customer service to the organisation

timescales

appropriately, referring to others as required
- Recording messages as required for the department
- Developing Documents and Data Inputting, the role will provide an

administration service to a high standard

Producing documents for the department such as correspondence, posters,
leaflets, presentations etc.
- Inputting information into systems, maintaining accuracy
- Creation of databases for recording of information as necessary for the

administrative needs of the department
Office Duties
- The role will involve organising and planning its workload in order to meet

the needs of the service, prioritising where appropriate. Duties will include;
- Providing clerical support for all aspects of the Department
- Ordering of stock where required through the Health Board purchasing

system.
- Arranging meetings and courses, using available diary systems to include

booking of venues and equipment if necessary
- To work within or support the development of standard operating procedures

for the department as needed to deliver the service
- To provide cover for absences e.g. leave, sickness for other admin officers
- Update the mandatory and non-mandatory training database as and when

required, liaising with all appropriate members of staff ensuring all records of
the training diary.
- To receive and process all stationery/ supplies orders from clinic clerical

officers. To monitor and maintain through the Oracle system all supplies.
Using own judgment, follow through any queries within appropriate
guidelines reporting to the Supervisor/Manager any problems.th electronic
and paper are kept up to date.
- Undertake audits as directed