Job summary
This post is for a permanent Band 3 Administrative Assistant for the Out of Hours Service. This post available is Full-Time (37.5 hours), however, job share would be considered.
The post holder will provide a comprehensive range of administrative and support duties in respect of the Hywel Dda Health Board Out of Hours Service.
They will assist the Management Team with rota management using the Rota Master system, sickness monitoring, ordering supplies on Oracle.
The post holder will be based at Withybush General Hospital, however, theymust be able to travel throughout the Health Board area. Working hours will be Monday to Friday 9am - 5pm.
Main duties of the job
Duties will include:-
Organise meetings and take minutes when required.
Maintain up to date records of the staff and absence returns, annual leave, sickness records and monthly attendance sheets, ensuring that returns are made to Payroll as required on a regular basis.
Responsible for carrying out administration and clerical tasks as required by the service. This may include photocopying, receiving/sending faxes and emails, answering telephones, storing and retrieving information preparing papers and organising diaries/ conference calls etc.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:o Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;o Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;o 48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;o Numerous locations providing mental health and learning disabilities services;o Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 06/06/23
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 06/06/23
Person Specification
Qualifications and Knowledge
Essential
- A Levels or Level 3 Vocational Qualification
- OCR Text Production and Word Processing Level 3 (RSA III) or equivalent demonstrable experience of administrative / office skills and knowledge OR OCR Text Production and Word Processing Level 2 (RSAII) or equivalent demonstrable experience of administrative / office skills plus the knowledge and experience of a full range of duties working in an administrative / office environment
Desirable
- European Computer Driving License (ECDL) or equivalent
- Knowledge and understanding of primary care environments
Experience
Essential
- Extensive experience of working with large database systems
- Demonstrate experience of processing of data
Desirable
- Minute taking course and significant minute taking / transcribing experience
Circumstances
Essential
- Ability to travel between sites in a timely manner
- Flexible approach to needs of the service
Person Specification
Qualifications and Knowledge
Essential
- A Levels or Level 3 Vocational Qualification
- OCR Text Production and Word Processing Level 3 (RSA III) or equivalent demonstrable experience of administrative / office skills and knowledge OR OCR Text Production and Word Processing Level 2 (RSAII) or equivalent demonstrable experience of administrative / office skills plus the knowledge and experience of a full range of duties working in an administrative / office environment
Desirable
- European Computer Driving License (ECDL) or equivalent
- Knowledge and understanding of primary care environments
Experience
Essential
- Extensive experience of working with large database systems
- Demonstrate experience of processing of data
Desirable
- Minute taking course and significant minute taking / transcribing experience
Circumstances
Essential
- Ability to travel between sites in a timely manner
- Flexible approach to needs of the service
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).
