Job summary
THIS POST IS FIXED TERM/SECONDMENT FOR 4 MONTHS DUE TO FUNDING.
IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST.
Powys Local Public Health team is pleased to be offering an exciting secondment opportunity for an individual to join our team based at Bronllys Hospital near Brecon. We are looking for a highly motivated and reliable Administration and Resource Officer. The post-holder will be expected to work closely with the Business Support Manager and her team to support the needs of the wider team.
Main duties of the job
The post holder will be instrumental in organising meetings, taking and producing minutes, preparing and formatting documentation. The post holder will need to work flexibly to ensure the smooth running of the public health team.
We are looking for an individual who has energy, enthusiasm and commitment, excellent interpersonal skills, and the confidence to deal with a wide range of matters with sensitivity and diplomacy. If you are a person who prides yourself on your communication and organisation skills, your ability to prioritise workload and your ability to work cohesively as part of a wider team, then we'd love to hear from you.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
We reserve the right to close this vacancy at any time. Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form
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: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
Job description
Job responsibilities
Provide a range of clerical and secretarial services as directed.
- Manage the diary and appointment schedule of managers as required, utilising diary time effectively which will involve adjustments to appointments to ensure deadlines are met.
- Provide support and cross cover within the department.
- Manage incoming correspondence, dealing with routine items and action reminders 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 promptly.
- Track correspondence and monitor follow up actions to ensure their completion.
- Organise meetings, including the booking of venues, equipment and refreshments; co-ordinate attendance.
- Prepare accurate papers and minutes; monitoring the delivery of followup actions arising from the minutes.
- Be 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.
- Maintain a high standard of confidentiality when dealing with day-to-day enquiries and general correspondence from colleagues in the Health Board and members of the public.
- Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who have concerns regarding service delivery. The post holder will be required to overcome communication barriers in this respect.
- Order and maintain supplies and process invoices using Oracle.
- Ensure that advice given to the public is consistent with Health Board policy and procedure.
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
Provide a range of clerical and secretarial services as directed.
- Manage the diary and appointment schedule of managers as required, utilising diary time effectively which will involve adjustments to appointments to ensure deadlines are met.
- Provide support and cross cover within the department.
- Manage incoming correspondence, dealing with routine items and action reminders 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 promptly.
- Track correspondence and monitor follow up actions to ensure their completion.
- Organise meetings, including the booking of venues, equipment and refreshments; co-ordinate attendance.
- Prepare accurate papers and minutes; monitoring the delivery of followup actions arising from the minutes.
- Be 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.
- Maintain a high standard of confidentiality when dealing with day-to-day enquiries and general correspondence from colleagues in the Health Board and members of the public.
- Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who have concerns regarding service delivery. The post holder will be required to overcome communication barriers in this respect.
- Order and maintain supplies and process invoices using Oracle.
- Ensure that advice given to the public is consistent with Health Board policy and procedure.
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications and/or 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 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
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
Desirable
- Ability to write / speak Welsh
Aptitude and Abilities
Essential
- Ability to identify, prioritise and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
values
Essential
- Communicate and build effective working relationships with colleagues at all levels both internally and externally
Person Specification
Qualifications and/or 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 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
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
Desirable
- Ability to write / speak Welsh
Aptitude and Abilities
Essential
- Ability to identify, prioritise and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
values
Essential
- Communicate and build effective working relationships with colleagues at all levels both internally and externally
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
