Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staffing information and service data etc. The post holder will consistently deliver a client focussed service promoting good customer service and effective working relationships. Communication; To ensure 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. Building and maintaining 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. 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 Design Arranging meetings, typing and distributing minutes as directed by the Manager.Management, Training & Leadership Maintain 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. Prepares for and takes an active part in the PADR process in accordance with the organisation policy. In partnership with reviewer, identify opportunities to develop own competence/own skills in order to achieve objectives. Assist in maintaining own and others safety and security. Act within legislation, policies and procedures. Post holder to ensure they are up to date with statutory and mandatory training Finance and Budget Responsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and process order stock as directed using the health boards systemImprovement, Monitoring, Policy/Service Development Solving 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. Making changes in own practice and constructively undertaking 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. Maintaining up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Ensuring that own workload is managed effectively to deliver against business priorities in a timely manner The post holder should be able to maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.Service Delivery Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required. Maintaining records both manually and on computerised systems. Handling sensitive and confidential information, i.e. staff information and service data. 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. Maintaining a log/record of equipment within the department, stationery ordering and maintaining stock. Providing timely and accurate work. Managing meeting room bookings and IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required. 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. To 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 Information Providing and receiving routine information orally, in writing or electronically to inform work. Providing a clerical and copy word processing service normally associated with correspondence, reports, and other similar documentation as directed by the Executive Support Manager. Work competently with the organisations IT systems and keeping up to date with the latest software and technological developments. To provide clerical and administrative support during colleagues absences due to annual leave and sickness. 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.Research Development. Evaluation & Audit Assist with audits as requested