Administrative Assistant

• Acting as a first point of contact for the department. Answering telephone calls, taking messages accurately.
• Dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to the relevant departments/person, referring to others as appropriate.
• Updating of electronic and paper-based systems, collating of information, mail distribution and logging etc.
• Photocopying and word processing documents, letters, emails, minutes and reports when required.

Main duties of the job

• Provide and receive routine information from staff members, patients and other external agencies.
• Collect, open and acknowledge post and emails within specified timescales.
• Accurately record messages and forward in a timely manner to the relevant person.
• Take minutes/Action Notes of ad hoc meetings as and when required.Respond to and resolve day to day problems that arise within the department and respond to queries escalating where necessary.
• Respond to and communicate confidential patient information to other departments, outside agencies, patients and carers to facilitate care and support the clinical teams.
• Plan, organise meetings, events, visits, including travel/accommodation as necessary. Provide and receive routine information from staff members, patients and other external agencies.
• Collect, open and acknowledge post and emails within specified timescales. Accurately record messages and forward in a timely manner to the relevant person.
• Take minutes/Action Notes of ad hoc meetings as and when required.
• Respond to and resolve day to day problems that arise within the department and respond to queries escalating where necessary.

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: There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.

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.

We would particularly welcome applications from Welsh speakers; but even if you dont speak any Welsh, or want to develop your skills, dont worry: the health board will support you with training.

Person Specification Qualifications and Knowledge

• Educated to GCSE level or Literacy/Numeracy at L1 or equivalent
• NVQ Business Administration Level 2
• Knowledge of Data Protection Act

Experience

• Experience of producing correspondence
• Experience of customer service / first point of contact support
• Proven proficiency in the use of IT software (including MS Office)
• Knowledge of office practices and able to establish new processes
• Previous experience in an office environment
• Previous experience of establishing new processes

Aptitude and Abilities

• Ability to work as part of a team or as an individual
• A positive attitude and able to act on feedback
• Ability to communicate clearly and effectively
• Ability to be polite when dealing with difficult, impatient or upset people
• Some ability to speak, read and/or write Welsh, or an eagerness to learn.

Values

• Can demonstrate PTHB Values (Working Together, Trust, Kindness and Caring, Respect, Fairness and Equality, Integrity)

Other

• Ability to travel between PTHB sites
• Able to work flexible days to meet the needs of the service - including weekends

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.