Ward Clerk

The Administration Assistant will provide a comprehensive front
desk/administrative support service to the department.
This will include;
- Acting as a first point of contact for the department.
- Answering telephone calls, taking messages accurately.
- Dealing with routine and specialist enquiries in a pleasant and helpful

manner, communicating relevant information to the relevant
departments/person, referring to others as appropriate.

and reports when required.
- Updating of electronic and paper-based systems, collating of information,

mail distribution and logging etc.

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;
- Provide and receive routine information from staff members, patients and

other external agencies. There will be circumstances where the caller is
anxious, the post holder will use tact, reassurance skills and diplomacy.

timescales.
- Accurately record messages and forward timely to the relevant person.
- Respond to and resolve day to day problems that arise within the

department, and also respond to queries escalating where necessary.
- To respond to and communicate confidential patient information to other

departments, outside agencies, patients and carers to facilitate care and
support the clinical teams. Handle confidential information with
discretion and in accordance with data protection requirements.
- To take minutes/action notes of ad hoc meetings as and when required.

Being the smallest Heath Board in Wales means that you won’t get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.

As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We’re also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales Achieving a healthy ’life work’ balance is essential, and something we recognise by prioritising your well-being.

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

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;
- Provide and receive routine information from staff members, patients and

other external agencies. There will be circumstances where the caller is
anxious, the post holder will use tact, reassurance skills and diplomacy.

timescales.
- Accurately record messages and forward timely to the relevant person.
- Respond to and resolve day to day problems that arise within the

department, and also respond to queries escalating where necessary.
- To respond to and communicate confidential patient information to other

departments, outside agencies, patients and carers to facilitate care and
support the clinical teams. Handle confidential information with
discretion and in accordance with data protection requirements.
- To take minutes/action notes of ad hoc meetings as and when required.
- Work undertaken will be reviewed at agreed intervals.

**CAJE Reference**: Cyfeirnod -: 2020/0138A1
3

**ESR Position Number**: Cyf ESR.: / Approval Date : Dyddiad Cymeradwyo : 23/10/2020
General Office Duties
Provide a high standard of administrative support to the service to;
- Produce documents, correspondence, posters, leaflets, presentations etc.
- Inputting information into electronic systems, maintaining accuracy.
- Create databases for recording information as necessary for the

administrative needs of the department.
- Organising and plan workload in order to meet the needs of the service,

prioritising where appropriate.
- Use initiative to deal with queries or issues, escalating when necessary.
- Photocopy, scan, file, archive, type letters, reports, notes of meetings,

data entry and retrieval of information, some of which may be of a highly
confidential and/or sensitive nature.
- Plan, organise meetings, events, visits, including travel/accommodation

as necessary.
- Monitor and maintain adequate stationery stock levels regularly and

reorder as necessary.
- The post holder is guided by clearly defined occupational policies,

protocols and procedures.
- Demonstrate own role to new starters.
- Undertake surveys and audits as necessary for own role.