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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 function. The role requires a high degree of autonomy, while also allowing for consultation when necessary. Effective communication and the ability to manage complex and sensitive information across various departments, both internally and externally, are essential. The candidate must demonstrate exceptional communication skills and the capacity to handle confidential matters with discretion.

Establishing robust relationships with colleagues throughout the Health Board and with external service providers is a key responsibility. The role includes organizing meetings, preparing documentation, and taking minutes. Reception duties may also be required as part of the role.

Key Responsibilities

- Provide a variety of clerical and secretarial services as instructed.
- Manage the schedules and appointments of management personnel, ensuring efficient use of time.
- Support and cover incoming correspondence, addressing routine matters and following up on reminders as directed.
- Respond to communications as required, including those containing sensitive information.
- Develop and maintain effective filing systems (both paper and electronic), including a reliable tracking system for documentation and monitoring follow-up actions to ensure completion.

- Organize meetings, prepare accurate documentation and minutes, and oversee the execution of follow-up actions. Serve as a point of contact for colleagues and the public, ensuring appropriate direction to the relevant personnel. This includes identifying sensitive issues and managing them appropriately.

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

Proficiency in Welsh is desirable for this position; applications from both English and Welsh speakers are encouraged.

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 community-based services. Together, we strive to make a significant impact on our patients and uphold our esteemed reputation.

We are a supportive and forward-thinking employer, dedicated to helping you develop your career through various growth opportunities. Our location in one of the most picturesque rural counties in Britain allows us to prioritize a healthy work-life balance, recognizing the importance of employee well-being.

To learn more about our offerings, please explore our resources, which include information about our benefits, values, and staff experiences.

Applications in Welsh are welcomed and will be treated equally to those submitted in English.

Job Responsibilities

A complete Job Description and Person Specification can be found in the supporting documents or by clicking the application link.

Qualifications and Knowledge

Essential

  • NVQ Level 3 or equivalent qualification or relevant experience
  • Proficiency in computer-based management information systems
  • Experience in preparing detailed reports
  • Familiarity with Microsoft Office applications

Desirable

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

Abilities and Experience

Essential

  • Advanced keyboard skills equivalent to RSA Level 2/3
  • Excellent communication skills at all organizational levels, including with patients and the public
  • Ability to travel between sites
  • Strong analytical skills to assess tasks and execute them efficiently
  • Capacity to perform under pressure
  • Team player with a commitment to ongoing training and personal development

Desirable

  • Proficiency in Welsh