Administration Assistant

Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.    

Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.

Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.

Applications may be submitted in Welsh.  Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

The post holder will provide comprehensive administrative support to the Cardiff Community Learning Disabilities Team.

This includes; providing administrative support, arranging meetings, coordinating information, preparation of agendas, minute taking, data entry, generation of daily work list for administration staff and regular routine audits.

The post holder will;
Communicate and liaise with staff and members of partner organisations,
This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core duties. Adopt a flexible approach when the needs of the service require. Provide support to business and project processes.
Produce work to deadlines whilst ensuring compliance with health board policies Provide support to staff within the team/office
Provision of records and extracts (manual and electronic) for completion of audits.
Provide a diary management service with the ability to resolve conflicting diary appointments and schedules.
Make judgements involving straightforward job-related facts or situations, such as choosing and booking appropriate venues/rooms based on requirements and in line with agreed policies and procedures, resolving conflicting diary appointments and schedules. 

Required to prioritise their work and to work on their own initiative, 
Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover.
Follow policies and procedures in own role which are determined by systems within the team and Health Board's corporate systems. Contribute and assist with the development of new systems and processes as part of the development of quality standards within the team.
Guided by standard procedures, good practice and understands the standards and results that are to be achieved
Manage internal and external post, including sorting and arranging collection when necessary. Contribute to team meetings, prepare and distribute documents and papers as required. 

Set up, manage and maintain filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information.

Collate and process data, responsible for the entry and storage of data compiled by others (electronic and hard copies) Use a variety of IT applications to promote the smooth running of the department and projects
Take and transcribe formal minutes of meetings

We believe staff are our best asset and we want 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 or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and 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 that our 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.

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.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience.  In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices.  We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

We are a Disability Confident Employer and applications are welcomed from persons with disabilities.  A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK.  If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.