Administration Support Officer

1 month ago


Welshpool, United Kingdom Powys Teaching Health Board Full time

Job summary

The post holder will provide a comprehensive clerical, administrative andsecretarial support service. Work autonomously for the majority of the time but be able to seek advice when necessary. Communicate and exchange complex, sensitive information across the organisation both internally and externally, using tact and persuasive skills and demonstrate excellent communication skills and the ability to handle sensitive and confidential information.

Establish strong links with colleagues across the Health Board and with those providing services to patients both in and outside Powys. They will be responsible for organising meetings, preparing papers and taking minutes. Undertake Reception duties as required.

Main duties of the job

Provide a range of clerical and secretarial services as directed. Manage the diary and appointment schedule of managers as required, utilising diary time effectively.

Provide support and cross cover within the incoming correspondence, dealing with routine items and actionreminders as instructed.Respond to correspondence as directed, some of which will contain sensitive information.

Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved correspondence and monitor follow up actions to ensure their completion.

Organise meetings, Prepare accurate papers and minutes, monitoring the delivery of follow-up actions arising from the a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person. In particular be a source of contact for those attending reception, providing them with a sign-posting service. This will include being able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.

Other duties to include the use of the internet to retrieve information,photocopying, filing and the extraction of files and arranging hospitality for visitors and guests as required.

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

About us

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.

To start your journey with us, and to learn more about what we can offer you please visit: There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.

Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English.

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Person Specification

Qualifications and Knowledge

Essential

NVQ 3 or equivalent qualification or relevant experience Experience of using computer-based management information systems Experience and an ability to prepare detailed reports Experience of using Microsoft Office software

Desirable

Experience of working in an environment where both tact and diplomacy has had to be used. Knowledge of the structure and operation of the Health Board

Abilities and Experience

Essential

Advanced Keyboard Skills equivalent to RSA 2/3 An excellent communicator at all levels within and outside an organisation including an ability to communicate effectively with patients and members of the public Ability to travel across sites A clear thinker capable of scoping a given task and performing it swiftly and accurately Ability to deal with pressure Ability to be a good team player A willingness to undertake further training and personal development as required

Desirable

Ability to write / speak Welsh
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