To support a comprehensive efficient and effective administrative and receptionist service within the Facilities team at the Welsh Blood Service. The postholder will provide a professional, friendly and customer-focused receptionist service, welcoming and receiving visitors and contractors and dealing with enquiries.
Welsh language Skills need to be learnt when appointed to the post if the postholder is not able to speak Welsh on appointment.
This postholder will be required to work flexibly over five days between the hours of 8:00am - 5:30pm to ensure adequate cover is provided.
Main duties of the job
1. Provide cover and support a comprehensive efficient and effective administrative and receptionist service for the Facilities team within Welsh Blood.
2. Provide and receive routine information to/from colleagues, donors, and contractors through means of verbal and written communication.
3. First point of contact for any issues and problems that arise for non-complex queries, obtaining facts and escalating to the manager when appropriate.
4. Planning routine maintenance requests with internal and external staff/contractors. Planning own workload and daily tasks.
5. Will follow policies set out by the organisation, may be required to assist with reviewing policies within own area of work.
6. Will be required to monitor office stock items and order/request replacement items as and when necessary.
7. Monitoring CCTV and critical alarms systems.
8. Undertake full administrative support as necessary dealing with mail, telephone, personal and e-mail queries in an efficient, courteous, professional and timely manner. Will be responsible for inputting data entry onto appropriate system used within the department.
9. Will demonstrate own daily working activities to new starters or less experienced staff within own area, such as use of data/reception systems, office equipment and stock monitoring.
About us
Here at Velindre University NHS Trust, we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
Formed in 1999, the Trust has a dedicated workforce that continuously strives to provide the key principles of prudent healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
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.
In line with the Welsh language Standards, the Trust is charged with providing a bilingual Service to patients and donors.
Reception staff are required to have a competent level of the Welsh language to ensure bilingual communication can happen seamlessly.
Posts dedicated to greeting patients or donors, either face-to-face or on the telephone are required to have at least a level 3 of Welsh language competency.
These posts will be advertised as Welsh Essential or Willing to learn (specified timescales given) from April 2024 onwards.
Person Specification
Qualifications and/or Knowledge
* Good standard of education
* 3 GCSE's (including Maths and English) OR Equivalent level of experience
* Working knowledge of Quality systems and procedures.
Experience
* Maintaining electronic and paper record-keeping systems
* Data system entry
* Understanding of confidentiality
* Minute taking
Other
* Ability to speak Welsh
Skills and Attributes
* Ability to work to deadlines
* Ability to work on own initiative
* Excellent organisational skills
* 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.
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