Job summary The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Plastics Department. The post holder will work flexibly across Services to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients' case notes as and when required. The post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board. Main duties of the job Understand the range of services provided for Plastics Service Protocols. Use this information to deal with patient/staff enquiries and to fulfil the role of Clerk / Receptionist (referring clinical issues to appropriate Clinician(s) for advice/decisions as appropriate). To provide a warm and welcoming Reception Service, maintain clinic room diaries, meeting and greeting all visitors to the department checking details patient details, checking case notes, recording attendance via Patient administration system (PAS). To answer enquiries, receive and relay messages, both in person and on the telephone, from patients or staff, using a working knowledge of Health Board procedures to maintain a professional front of house service. Change or cancel appointments at the request of the patient or manager highlighting where pathway timeframes may be compromised. The post holder will be expected to retrieve, file and locate case notes for Clinics, ensuring 100% case note availability using the appropriate systems for tracking and requesting case notes. Ensuring case notes are of the highest quality, are prepared and available for patient arrival. Liaise with medical records team and other areas, in line with Health Board policy for missing case notes, following agreed escalation process. Creating new or temporary folders when procedures require. About us We believe staff are our best asset and wewant 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. You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you. There are also apprenticeships, work placementsand volunteering roles available. 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 thatour 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. Date posted 07 March 2025 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 130-AC026-0325 Job locations Plastic Outpatients Neath Port Talbot Hospital, Baglan Way Port Talbot SA12 7BX Job description Job responsibilities The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply 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 The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply 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 and/or knowledge Essential Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills and experience. Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams. Desirable Commitment to personal development Commitment to acquire & apply knowledge of RTT national and local waiting times rules. Experience Essential Previous experience working in a clerical / administrative role within a NHS setting. Experience of using a NHS Patient Administration system (PAS). Desirable Working with staff from different disciplines. Experience of dealing with general public in person and by phone Aptitudes and abilities Essential Be able to demonstrate tact and diplomacy when working with others. Ability to work as part of a team and to meet deadlines Excellent Organisational Skills. Excellent telephone manner with the ability to adapt communication styles depending on audience and environment Desirable Ability to speak Welsh Values Essential Shows positivity, resilience, adaptability and flexible approach as situations arise. Friendly and helpful disposition, awareness of how our own and others' behaviours impact on people's experiences and the organisation's reputation. Willing to seek out learning, and accept constructive feedback. Other Essential Ability to travel to other Hospital sites within geographical area. Ability to work through implementation of new procedures and technology. Person Specification Qualifications and/or knowledge Essential Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills and experience. Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams. Desirable Commitment to personal development Commitment to acquire & apply knowledge of RTT national and local waiting times rules. Experience Essential Previous experience working in a clerical / administrative role within a NHS setting. Experience of using a NHS Patient Administration system (PAS). Desirable Working with staff from different disciplines. Experience of dealing with general public in person and by phone Aptitudes and abilities Essential Be able to demonstrate tact and diplomacy when working with others. Ability to work as part of a team and to meet deadlines Excellent Organisational Skills. Excellent telephone manner with the ability to adapt communication styles depending on audience and environment Desirable Ability to speak Welsh Values Essential Shows positivity, resilience, adaptability and flexible approach as situations arise. Friendly and helpful disposition, awareness of how our own and others' behaviours impact on people's experiences and the organisation's reputation. Willing to seek out learning, and accept constructive feedback. Other Essential Ability to travel to other Hospital sites within geographical area. Ability to work through implementation of new procedures and technology. 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 Swansea Bay University Health Board Address Plastic Outpatients Neath Port Talbot Hospital, Baglan Way Port Talbot SA12 7BX Employer's website https://sbuhb.nhs.wales/ (Opens in a new tab)