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. Act as a main point of contact for Therapies staff to report absences, documenting the details accurately and communicating messages professionally and sensitively to the appropriate member of the Team. Complete and process referrals to other Health Care Professionals e.g. Occupational Health and Mental Health Services for staff as required. Recruit new administration and clerical staff to the Directorate, and carry out local induction with them. Ensure that appropriate and relevant training is undertaken by new members of the administration and clerical teams. Carry out annual Your Conversation reviews, setting objectives and advising administration and clerical staff on how to meet their objectives. Carry out reviews of administration and clerical staff work methods and systems, to ensure the most efficient use of people power and resources. Implement and adhere to relevant all Wales and UHB policies and procedures within the role. Propose changes to office procedures and/or working practices to improve efficiencies. Ensure operational protocols and working practices are in place and these are communicated to staff. Ensure all Therapies staffs mandatory and statutory training is up-to-date in line with organisational policies. Undertake daily fires checks within the office area, and provide refresher training to staff on Fire Evacuation and checking procedures as required. Investigate any concerns or incidents relating to administration functions within Therapies, and ensure lessons learned are identified and put mechanisms in place to prevent recurrence. Promote good practice, and ensure that administration and clerical staff are aware of maintaining a high standard of confidentiality at all times. Establish and maintain excellent professional relationships with Health Board staff. Work with all administrative and clinical staff in order to support the Directorate business. Receive and provide sensitive clinical and business related information e.g. advise patients of waiting lists, waiting times and respond to any concerns/complaints. Ensure effective and sensitive communication (either face to face or via the telephone), and have the ability to defuse situations quickly if required. Be empathetic with patients/carers/relatives and staff, overcoming any barriers to understanding and adapting communication style. Assess and resolve incidents/concerns promptly, making judgement on how best to approach issues, when conflicting demands and choices are not straight forward e.g. patient concerns, conflict between staff, staff shortage problems and workload issues. Liaise with, and advise administration and clerical staff on workload priorities, using motivational skills to utilise time efficiently, providing support when necessary. Advise administration and clerical staff on conduct/capability issues, negotiating solutions to disagreements and problems to prevent formal processes and escalation. Work closely with Therapies clinical staff to ensure the smooth running of services. Require knowledge of various electronic staff management systems, and paper based personnel records systems e.g. ESR, e-rostering, pay cards, rotas, local databases. Effectively use Microsoft Office software packages, in particular Word, Excel, Outlook and PowerPoint.