Employer Swansea Bay University Health Board
Employer type NHS
Site The Forge Centre, Community Mental Health Team
Town Port Talbot
Salary £23,970 Per Annum
Salary period Yearly
Closing 16/03/2025 23:59
Band 2
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2024/2025 and will be implemented in November 2024 backdated to 1st April 2024 where applicable.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
An exciting opportunity has become available for a full time Administrator/ Receptionist at the Forge Centre, Community Mental Health Team.
The post holder will provide a comprehensive clerical and reception administrative service, demonstrating a courteous, professional, and sensitive approach at all times prioritising their time, and demonstrating a high degree of flexibility. They will:
1. Maintain records both manually and on computerised systems.
2. Handle sensitive and confidential information, i.e. patient/staffing information, or service data etc.
3. Deliver a client focussed service promoting good customer service and effective working relationships.
4. Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.
5. Provide clerical and administrative support during colleagues’ absences due to annual leave and sickness.
Main duties of the job
1. Ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation.
2. Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.
3. Build and maintain strong influential relationships with internal and external stakeholders.
4. 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.
5. Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone.
6. Take accurate messages and ensure these are passed onto the appropriate person. Seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge.
7. Act with tact, diplomacy, and discretion when subject matter is sensitive or contentious. Take action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.
8. Screen 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.
Working for our organisation
We believe staff are our best asset and we want 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.
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 that our 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.
Detailed job description and main responsibilities
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.
Person specification
Qualifications
* 5 GCSEs or equivalent, Grade C or above.
* Level 2 or equivalent demonstrable experience/knowledge in Business Administration or similar.
Aptitude and Ability
* Excellent verbal and written communication skills.
* Ability to prioritise.
* Ability to use Microsoft Office e.g. Word/Excel and virtual platforms e.g. Teams.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Board's policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity, and marriage and civil partnership.
We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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