Administration Support Officer

at  Powys Teaching Health Board

This post is fixed term for 12 months to meet the needs of the service.
The post holder will provide a comprehensive clerical, administrative and secretarial support service.
The post holder will need to work on their own initiative and will be responsible for organising meetings for staff within the department and preparing papers as required, liaising with other Health Board Staff and external organisations.
The post holder also needs to be able to communicate, and will need to demonstrate excellent communication skills and have the ability to handle sensitive and confidential information.
The post holder will establish strong links with colleagues across the Health Board.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Manage the diary and appointment schedule of managers as required, utilising diary time effectively which will involve adjustments to appointments to ensure deadlines are
Provide support and cross cover within the department.
Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved
Track correspondence and monitor follow up actions to ensure their completion.
Organise meetings, including the booking of venues, equipment and refreshments; co-ordinate
Prepare accurate papers and minutes; monitoring the delivery of follow- up actions arising from the
Be a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person. In particular be a source of contact for those attending reception, providing them with a sign-posting service. This will include being able to identify sensitive and confidential issues and ensuring they are handled in an appropriate
Other duties to include the use of the internet to retrieve information, photocopying, filing and the extraction of files and arranging hospitality for visitors and guests as
Maintain a high standard of confidentiality when dealing with day-to-day enquiries and general correspondence from colleagues in the Health Board and members of the
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.
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

Manage the diary and appointment schedule of managers as required, utilising diary time effectively which will involve adjustments to appointments to ensure deadlines are met.

• Provide support and cross cover within the department.
• Manage incoming correspondence, dealing with routine items and action reminders as instructed.
• Respond to correspondence as directed, some of which will contain sensitive information.
• Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly.
• Track correspondence and monitor follow up actions to ensure their completion.
• Organise meetings, including the booking of venues, equipment and refreshments; co-ordinate attendance.
• Prepare accurate papers and minutes; monitoring the delivery of follow- up actions arising from the minutes.
• Be a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person. In particular be a source of contact for those attending reception, providing them with a sign-posting service. This will include being able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.
• Other duties to include the use of the internet to retrieve information, photocopying, filing and the extraction of files and arranging hospitality for visitors and guests as required.
• Maintain a high standard of confidentiality when dealing with day-to-day enquiries and general correspondence from colleagues in the Health Board and members of the public.
• Receive and deal with enquiries from members of the public, including those who may be irate or distressed or who have concerns regarding service delivery. The post holder will be required to overcome communication barriers in this respect.
• Order and maintain supplies and process invoices using Oracle.
• Ensure that advice given to the public is consistent with Health Board policy and procedure.

Please refer the Job description for details