Job summary The Administration Assistant will provide a comprehensive frontdesk/administrative support service to the department.This will include;o Acting as a first point of contact for the department.o Answering telephone calls, taking messages accurately.o Dealing with routine and specialist enquiries in a pleasant and helpfulmanner, communicating relevant information to the relevantdepartments/person, referring to others as appropriate.o Photocopying and word processing documents, letters, emails, minutesand reports when required.o Updating of electronic and paper-based systems, collating of information,mail distribution and logging etc. Main duties of the job Deal with and direct calls as necessary in a professional, courteous manneracting as an ambassador for the organisation in all aspects of communication.This will include;o Provide and receive routine information from staff members, patients andother external agencies. There will be circumstances where the caller isanxious, the post holder will use tact, reassurance skills and diplomacy.o Collect, open and acknowledge post and emails within specifiedtimescales.o Accurately record messages and forward timely to the relevant person.o Respond to and resolve day to day problems that arise within thedepartment, and also respond to queries escalating where necessary.o To respond to and communicate confidential patient information to otherdepartments, outside agencies, patients and carers to facilitate care andsupport the clinical teams. Handle confidential information withdiscretion and in accordance with data protection requirements.o To take minutes/action notes of ad hoc meetings as and when required.o Work undertaken will be reviewed at agreed intervals. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply. About us Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation. As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being. To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer. Date posted 04 November 2024 Pay scheme Agenda for change Band Band 2 Salary £23,970 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 070-AC096-0754-A Job locations Bro Ddyfi Hospital Newtown Road Machynlleth SY20 8AD Job description Job 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 Job description Job 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 Essential Educated to GCSE level or literacy/numeracy at level 1 or equivalent RSA/OCR 11 qualification or equivalent demonstrable skills Desirable NVQ Business Administration level 2 Knowledge of data protection protection act Experience Essential Experience producing correspondence, use of IT software Experience customer service and office practices and new processes Desirable Previous experience in office Aptitudes and abilities Essential Can work with team and as individual Good communication, positive attitude and able to manage challenging conversations in polite manner Desirable Speak Welsh Person Specification Qualifications Essential Educated to GCSE level or literacy/numeracy at level 1 or equivalent RSA/OCR 11 qualification or equivalent demonstrable skills Desirable NVQ Business Administration level 2 Knowledge of data protection protection act Experience Essential Experience producing correspondence, use of IT software Experience customer service and office practices and new processes Desirable Previous experience in office Aptitudes and abilities Essential Can work with team and as individual Good communication, positive attitude and able to manage challenging conversations in polite manner Desirable Speak Welsh 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). 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. 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 Powys Teaching Health Board Address Bro Ddyfi Hospital Newtown Road Machynlleth SY20 8AD Employer's website https://pthb.nhs.wales/working-for-us/ (Opens in a new tab)