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- Tasks: Provide admin support to the Professional Support Unit and manage enquiries.
- Company: Join HEIW, a key player in NHS Wales focused on workforce development.
- Benefits: Enjoy a supportive environment with opportunities for personal and professional growth.
- Why this job: Make a real difference in health and social care while developing your skills.
- Qualifications: Strong communication skills; Welsh speakers are encouraged to apply.
- Other info: Be part of a vibrant team culture that values respect and innovation.
The predicted salary is between 30000 - 42000 £ per year.
Provide administrative support to the Professional Support Unit. The post holder\’s key duties will be: dealing with first line enquiries from service users (doctors, dentists and pharmacists in training) and the faculty; providing support and guidance, engaging and completing a range of tasks e.g. coordinating appointments; general administration and maintenance of records; to meet operational and customer service requirements of the Professional Support Unit.
Responsibilities
- Deal with a range of internal and external enquiries in a professional manner, establishing requirements and adapting the standard responses accordingly.
- Triage new referrals to the Professional Support Unit (PSU) inbox / voicemail, in liaison with the PSU Team.
- Process and book new and follow-up cases / appointments for the PSU within KPIs, and according to Case Manager schedules.
- Register new service users on the PSU Insight Database, book and send out appointments, MS Teams links / books rooms as appropriate.
- Enter and retrieve appropriate information from the PSU Insight Database and other relevant systems.
- Follow service users up and request confirmation on attendance prior to the appointment dates.
- Exchange information (within GDPR requirements) with relevant service users or faculty on appointment bookings, which may sometimes involve service users who are upset or anxious.
- Liaise with visiting service users / faculty members / stakeholders.
- Audio typing / typing / preparing letters and secondary referrals following meetings with residents / trainees, including sharing encrypted confidential information.
- Produce documentation, plan and organise meetings, take minutes and make travel arrangements.
- Provide administration support for educational workshops, appeals and events, produce materials, certificates and process feedback via MS Forms.
Requirements
- The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About HEIW
Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.
Our Values
HEIW\’s values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:
- Respect for All in every contact we have with others
- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving
- Together as a Team: Working with colleagues across NHS Wales and with partner organisations
HEIW received the HPMA Award for Employee Engagement in 2019.
What you can expect
- a corporate induction and 90 day Welcome itinerary
- compassionate leadership
- a meaningful values based performance appraisal process
- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales
Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as \”One HEIW Team\”. Do you want to join that team?
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Administration Support Officer - Professional Support Unit employer: Health Education and Improvement Wales
Contact Detail:
Health Education and Improvement Wales Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administration Support Officer - Professional Support Unit
✨Tip Number 1
Get to know the company! Research HEIW and understand their values and mission. This will help you tailor your conversations during interviews and show that you're genuinely interested in being part of the 'One HEIW Team'.
✨Tip Number 2
Practice your communication skills. Since you'll be dealing with a range of enquiries, being able to communicate clearly and professionally is key. Try role-playing common scenarios with a friend to build your confidence.
✨Tip Number 3
Network like a pro! Connect with current or former employees on LinkedIn. They can provide insights into the company culture and might even give you tips on how to stand out during the interview process.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows that you’re proactive and serious about joining the team.
We think you need these skills to ace Administration Support Officer - Professional Support Unit
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experiences align with the role of Administration Support Officer. We want to see how you can specifically contribute to the Professional Support Unit!
Showcase Your Communication Skills: Since you'll be dealing with a range of enquiries, it's crucial to demonstrate your communication prowess. Use clear and professional language in your application to reflect how you'd handle service users effectively.
Highlight Relevant Experience: If you've got experience in administrative roles or customer service, make it shine! We love seeing how your past roles have prepared you for this position, especially in managing appointments and maintaining records.
Apply Through Our Website: Don't forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it shows you're keen on joining the HEIW team!
How to prepare for a job interview at Health Education and Improvement Wales
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Administration Support Officer role. Familiarise yourself with the key duties like handling enquiries and coordinating appointments. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Practice Your Communication Skills
Since you'll be dealing with a range of service users, practice how you would respond to different types of enquiries. Think about how to adapt your responses based on the situation, especially when dealing with upset or anxious individuals. Clear and professional communication is key!
✨Showcase Your Organisational Skills
Be prepared to discuss your organisational abilities during the interview. You might be asked about how you manage multiple tasks, such as booking appointments and maintaining records. Share specific examples from your past experiences that highlight your efficiency and attention to detail.
✨Emphasise Teamwork and Values
HEIW values teamwork and respect for all. Be ready to share examples of how you've worked collaboratively in previous roles. Highlight how your personal values align with those of HEIW, showing that you're not just a fit for the role but also for the team culture.