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Administrative Services Coordinator

2 months ago

Welshpool, Powys, United Kingdom Powys Teaching Health Board Full time

Position Overview

The successful candidate will deliver a thorough clerical, administrative, and secretarial support service. While working independently for the majority of the time, they will also have the ability to seek guidance when necessary. This role requires effective communication and the ability to exchange complex and sensitive information across the organization, both internally and externally, utilizing tact and persuasive skills.

The role involves establishing strong relationships with colleagues throughout the Health Board and with external service providers. Responsibilities include organizing meetings, preparing documentation, and taking minutes. Reception duties may also be required.

Key Responsibilities

- Provide a variety of clerical and secretarial services as directed.
- Manage the diary and appointment schedule of managers, ensuring effective use of time.
- Support and cover incoming correspondence, addressing routine items and action reminders as instructed.
- Respond to correspondence as directed, including items containing sensitive information.
- Develop and maintain efficient filing systems (both paper and electronic), including an effective tracking system for documentation and follow-up actions.

- Organize meetings, prepare accurate documentation and minutes, and monitor the completion of follow-up actions.
- Serve as a point of contact for colleagues and the public, ensuring proper direction to the appropriate personnel.
- Handle sensitive and confidential matters with discretion.

- Additional duties include utilizing the internet for information retrieval, photocopying, filing, and arranging hospitality for visitors as needed.

The ability to communicate in Welsh is desirable for this position; however, applications from both English and Welsh speakers are welcomed.

About Powys Teaching Health Board

As the smallest Health Board in Wales, we ensure that every team member is recognized for their contributions to our diverse range of community-based services. Together, we strive to make a significant impact on our patients and enhance our esteemed reputation.

We are a supportive and progressive employer, encouraging career development through various pathways. Our location in one of the most picturesque rural counties in Britain allows us to prioritize a healthy work-life balance, which is essential for our team's well-being.

For more information about our benefits, values, and staff experiences, please visit our website.

Applications in Welsh are encouraged, and any application submitted in Welsh will be treated equally to those submitted in English.

Job Requirements

A detailed Job description and Person Specification can be found in the supporting documents or by clicking 'Apply now' to view in Trac.

Qualifications and Knowledge

Essential

  • NVQ Level 3 or equivalent qualification or relevant experience
  • Proficiency in using computer-based management information systems
  • Experience in preparing detailed reports
  • Proficient in Microsoft Office software

Desirable

  • Experience in a role requiring tact and diplomacy
  • Understanding of the Health Board's structure and operations

Skills and Experience

Essential

  • Advanced keyboard skills equivalent to RSA Level 2/3
  • Excellent communication skills at all levels, including effective interaction with patients and the public
  • Ability to travel across various sites
  • Strong analytical skills to scope tasks and execute them efficiently
  • Capability to work under pressure
  • Team player with a willingness to engage in further training and personal development

Desirable

  • Proficiency in Welsh language