Cardiff and Vale University Health Board
An exciting opportunity has arisen for an enthusiastic, motivated part time Administrative Co-ordinator / Support Officer to join the Community Dental Service.
The Community Dental Service delivers services across Cardiff and Vale, including fixed clinics, domiciliary visits, and mobile dental units. The service also works closely with the Designed to Smile team and Emergency Dental Service.
This post is Permanent 22.5 hours per week - Tuesday, Wednesday and Thursday - 8.30am - 16.30pm. Base may vary between Riverside Health Centre and Woodlands House, and you may also be required to work across various sites within the Community Dental Service.
You should have extensive experience, along with good communication and interpersonal skills, with an ability to work flexibly to meet the needs of the service. You should possess a range of high-quality and efficient administrative, secretarial, clerical, and data gathering skills to support the Community Dental Service (CDS) management team.
We are looking for a dynamic individual who takes pride in delivering high-quality care and shares the vision and values.
* We care about the people we serve and the people we work with.
* We trust one another.
* We respect each other.
* We take personal responsibility.
* We treat people with kindness.
* We act with integrity.
In return, we will offer you a dynamic, friendly working environment, a full induction programme, and an individual personal development plan to guide your development within the role.
Main duties of the job
To provide a comprehensive and responsive range of high-quality and efficient administrative, secretarial, clerical, and data gathering support to the Community Dental Service (CDS) management team.
This is a key role within the CDS team, supporting the delivery of patient-centred, safe, effective, sustainable primary healthcare services across Cardiff and the Vale of Glamorgan.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Job responsibilities
The post holder will provide administrative, clerical, secretarial, and data support, which will include word processing, spreadsheet development, data analysis, managing incoming and outgoing mail, use of databases, answering the telephone, being a point of contact for the community dental service, coordinating meetings, booking meeting rooms, minute taking, filing, photocopying, faxing, scanning, and typing of correspondence (this list is not exhaustive).
At all times, the post holder will be expected to use discretion and sensitivity and deal with information in a confidential and professional manner. The post holder will also be expected to attend various meetings.
Person Specification
Qualifications
* NVQ Level 3 or equivalent qualification and/or experience.
Experience
* Advanced keyboard skills.
* Previous experience working as an administrator.
* Attending meetings and taking minutes.
* Experience of managing own workload.
* Experience of working within the NHS or public sector.
* Ability to communicate well with all levels of staff and the general public, both in written and spoken word.
* Experience of accurate data collection.
* Experience in generating reports and extracting information from databases.
Skills
* Able to use computerised databases to include NHS systems.
* Excellent oral and written communication skills.
* Excellent telephone manner.
* Excellent organisational skills.
* Effective minute taking skills.
* Effective interpersonal skills.
* Ability to prioritise and cope with increasing demands.
* Work without direct supervision and manage own workload.
* Able to multitask and keep track of ongoing projects and prioritise and manage accordingly.
* Proficient in MS Access.
Special Knowledge
* Filing systems.
* Advanced keyboard skills.
* Good thorough knowledge of Microsoft Office, particularly Word, Excel, and Outlook.
* Knowledge of Data Protection and Freedom of Information Acts.
* Knowledge of a full range of secretarial procedures and use of software programmes.
* Knowledge of secretarial and administrative procedures and systems.
* Knowledge of Community Dental Services.
* SOE, PMS, PARIS, Dentally use.
* Knowledge of Microsoft PowerPoint and Access.
* General understanding of the NHS in Wales.
Personal Qualities
* Flexible/reliable.
* Enthusiastic and willing to learn.
* Ability to work under pressure.
* Use own initiative.
* Excellent interpersonal skills.
* Ability to work effectively as part of a team.
* Ability to work autonomously and on own initiative.
* Motivated.
* Pleasant, outgoing personality.
Other
* Ability to work across sites when needed.
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.
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