Lymphoedema Wales National Team Administration Officer

Job description

Job responsibilities

The role will undertake administration duties for the departments to include;CommunicationThe service is all Wales but hosted by Swansea Bay University Health Board and liaison with all disciplines within the health boards will be routine as well as communication with internal and external stakeholders.Project workThis service is in response to new developments and consequently many work streams will be established on an ongoing basis. The post holder will be required to Ensure documentation is ready as directed Communicate with HCP and patients and confirm appointments/ bookings Maintain an electronic data base Arrange/confirm meetings/workshops/ clinics across WalesFirst Point of Contact SupportAs one of the first point of contacts for the department, the Clerical Officer will deal with and direct calls as necessary in a professional, courteous manner acting as an ambassador for the organisation in all aspects of communication. This will include; Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person Providing an excellent customer service to the organisation Collecting, opening and acknowledging post and emails within specifiedtimescales Dealing with all other enquires via email or in person for the departmentsappropriately, referring to others as required Recording messages as required for the department Developing Documents and Data Inputting, the role will provide anadministration service to a high standard

Producing documents for the department such as correspondence, posters,leaflets, presentations etc. Inputting information into systems, maintaining accuracy Creation of databases for recording of information as necessary for theadministrative needs of the departmentOffice Duties The role will involve organising and planning its workload in order to meet the needs of the service, prioritising where appropriate. Duties will include; Providing clerical support for all aspects of the Department Ordering of stock where required through the Health Board purchasingsystem. Arranging meetings and courses, using available diary systems to includebooking of venues and equipment if necessary To work within or support the development of standard operating procedures for the department as needed to deliver the service To provide cover for absences e.g. leave, sickness for other admin officers Update the mandatory and non-mandatory training database as and when required, liaising with all appropriate members of staff ensuring all records of the training diary. To receive and process all stationery/ supplies orders from clinic clericalofficers. To monitor and maintain through the Oracle system all supplies.Using own judgment, follow through any queries within appropriateguidelines reporting to the Supervisor/Manager any problems.

Ensure electronic and paper are kept up to date.Undertake audits as directed

Person Specification

Qualification / Skills

Essential

• Level 2 at least in relevant subjects
• Communications skills

Desirable

• NHS knowledge / skills

Experience

Essential

• NHS Experience
• Office experience
• Entering data on spread sheets

Desirable

• Project / data experience

Abilities

Essential

• Problem solving
• Computer skills
• Good telephone manner
• How to work under stressful events

Desirable

• Welsh speaker

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Swansea Bay University Health Board

Address

Cimla Health and Social Care Centre

Cimla Road

Cimla Neath

SA11 3SU

Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)