Job summary
To provide reception/ clerical support to the paediatric assessment unit in Morriston hospital. Welcoming patients and families to the unit. Booking patients in and maintaining records. Maintaining confidentiality at all times.
Main duties of the job
Maintain records both manually and on computerised systems.oHandling sensitive and confidential information, i.e. patient /staffing information, or service data etc.oDeliver a client focussed service promoting good customer service and effective working relationships.oProvide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.oProvide clerical and administrative support during colleagues' absences due to annual leave and sickness.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
CommunicationEnsure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility.Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.Build and maintain strong influential relationships with internal and external stakeholders.Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc. to obtain or process requests for information and develop/maintain working relationships.Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge.Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.Screening all incoming calls and manage barriers to communication, remaining courteous, polite, and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.Planning and DesignArrange meetings or appointments, typing/distributing minutes as directed by the Manager.Manage appointment for patients/staff or schedule meeting room bookings and use of IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required.Management, Training & LeadershipMaintain and improve own knowledge, learning and ability to excel in the role setting an example for others.At all times the post holder will act in a professional, respectful, compassionate, and confidential way.Take every reasonable opportunity to maintain and improve professional knowledge. Prepare for and take an active part in the PADR process in accordance with thAssist in maintaining own and others safety and security and ensure they are up to date with statutory and mandatory training.Finance and BudgetResponsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and processes maintain and order stock as directed using the health boards system and maintain logs/records of equipment within the department, stationery ordering and.Improvement, Monitoring, Policy/Service DevelopmentSolve delegated problems logically and make decisions appropriate to the level of the post.Ensure that the reception and waiting areas are welcoming, tidy, and well presented at all times and that notice boards are kept up to date.Make change in own practice and constructively undertake a role in improving the service as agreed, offering suggestions for improving services.Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues.Maintain up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.Ensure own workload is managed effectively to deliver against business priorities in a timely manner.Providing timely and accurate work. Respond positively to change in the working environment and to deal effectively with work pressures when they arise. Support others effectively during times of change and work with others to overcome problems if they arise.Ensure, as far as is reasonably practicable, that correct procedures are followed for staff, visitors and when applicable, contractors accessing the building including routinely maintaining the visitors book and staff sign in sheets.Digital and InformationMaintain records both manually and on computerised systems handling sensitive and confidential information, i.e. staff/patient information or service data Providing and receiving routine information orally, in writing or electronically to inform work.Work competently with the organisations IT systems and keeping up to date with the latest software and technological organisation policy.Ensuring there are robust systems and processes in place for handling administration and support work and implementing and maintain effective office systems making maximum use of technology.Assist with audits as requested
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
Job description
Job responsibilities
CommunicationEnsure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility.Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.Build and maintain strong influential relationships with internal and external stakeholders.Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc. to obtain or process requests for information and develop/maintain working relationships.Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge.Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.Screening all incoming calls and manage barriers to communication, remaining courteous, polite, and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.Planning and DesignArrange meetings or appointments, typing/distributing minutes as directed by the Manager.Manage appointment for patients/staff or schedule meeting room bookings and use of IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required.Management, Training & LeadershipMaintain and improve own knowledge, learning and ability to excel in the role setting an example for others.At all times the post holder will act in a professional, respectful, compassionate, and confidential way.Take every reasonable opportunity to maintain and improve professional knowledge. Prepare for and take an active part in the PADR process in accordance with thAssist in maintaining own and others safety and security and ensure they are up to date with statutory and mandatory training.Finance and BudgetResponsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and processes maintain and order stock as directed using the health boards system and maintain logs/records of equipment within the department, stationery ordering and.Improvement, Monitoring, Policy/Service DevelopmentSolve delegated problems logically and make decisions appropriate to the level of the post.Ensure that the reception and waiting areas are welcoming, tidy, and well presented at all times and that notice boards are kept up to date.Make change in own practice and constructively undertake a role in improving the service as agreed, offering suggestions for improving services.Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues.Maintain up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.Ensure own workload is managed effectively to deliver against business priorities in a timely manner.Providing timely and accurate work. Respond positively to change in the working environment and to deal effectively with work pressures when they arise. Support others effectively during times of change and work with others to overcome problems if they arise.Ensure, as far as is reasonably practicable, that correct procedures are followed for staff, visitors and when applicable, contractors accessing the building including routinely maintaining the visitors book and staff sign in sheets.Digital and InformationMaintain records both manually and on computerised systems handling sensitive and confidential information, i.e. staff/patient information or service data Providing and receiving routine information orally, in writing or electronically to inform work.Work competently with the organisations IT systems and keeping up to date with the latest software and technological organisation policy.Ensuring there are robust systems and processes in place for handling administration and support work and implementing and maintain effective office systems making maximum use of technology.Assist with audits as requested
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
Person Specification
Qualifications
Essential
- 5 GCSE or equivalent at C grade or above
- Previous experience working with the public
- Experience of working within the NHS
Desirable
- Knowledge of using IT and clinical systems
Experience
Essential
- Experience of working with IT systems
- Awareness of safeguarding protocol
Desirable
- Experience of working within a team.
Skills
Essential
- Excellent organisational skills.
Desirable
- Excellent interpersonal skills
Person Specification
Qualifications
Essential
- 5 GCSE or equivalent at C grade or above
- Previous experience working with the public
- Experience of working within the NHS
Desirable
- Knowledge of using IT and clinical systems
Experience
Essential
- Experience of working with IT systems
- Awareness of safeguarding protocol
Desirable
- Experience of working within a team.
Skills
Essential
- Excellent organisational skills.
Desirable
- Excellent interpersonal skills
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).
