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- Tasks: Provide essential clerical and administrative support to the continence service team.
- Company: Join Powys Teaching Health Board, a valued community health provider.
- Benefits: Competitive salary, career development opportunities, and a focus on work-life balance.
- Why this job: Make a real difference in patients' lives while developing your skills in a supportive environment.
- Qualifications: NVQ3 or equivalent experience, strong communication skills, and ability to multitask.
- Other info: Work in beautiful rural Wales with a small, dedicated team.
The predicted salary is between 21800 - 23400 £ per year.
Administration Support Officer/ Continence Service
Powys continence service have an exciting opportunity to join the team as an administration support officer, providing comprehensive clerical, administrative and secretarial support to the continence service.
The postholder will work autonomously, using their excellent communication skills in the exchange of complex, sensitive information within the organisation and with external partners.
The role requires the use of several health board and external corporate databases and is therefore office-based in Llanidloes Hospital
Main duties of the job
As an administration support officer, you will be first point of contact for incoming telephone calls, emails and correspondence. You will establish strong links with colleagues across the health board and with those providing services to patients both in and outside of Powys.
You will work independently, within a small team, using databases throughout your working day; to order containment pads, generate prescriptions for continence products and maintain patient data clinical systems.
Patients and families who ring the service may be irate or distressed and you will need excellent communication skills, tact and sensitivity in your interactions.
You will need to be able to multi-task, using your initiative and judgement in this fast-paced, varied, rewarding role.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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.
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.
Provide a range of clerical and secretarial services as directed.
Manage the diary and appointment schedule of the service.
Provide support and cross over within service.
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, functional and up to date filling 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 if 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. This will include being able to identify sensitive and confidential issues and ensuing 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, across other health organisations and members if 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/Cobweb.
Ensure that any advice given to the public is consistent with Health Board policy and procedure.
Transcribe clinical letters as required.
Undertake surveys and audits as required for own role.
Coordinate, check and process monthly returns/logs ensuring they are signed off in a timely manner.
Make and receive phone calls. Using initiative, judgement, tact and persuasive skills when handling enquiries. Take action and provide feedback as appropriate, ensuing messages are relayed, and action is taken.
Person Specification
Qualifications
- NVQ3 or equivalent qualification or relevant experience.
- Experience of computer-based management system including Microsoft office.
- Experience of working in an environment where both tact and diplomacy has been used.
- Knowledge if data protection/principles of confidentiality.
- Knowledge of the structure and operation of the Health Board
Experience
- Excellent written and verbal communication skills.
Ability/Other
- Experience of working within a small team.
- Experience of multitasking and working under pressure.
- Flexible/adaptable approach to meet the needs of the service.
- Ability to speak/write in Welsh
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.
£25,313 to £26,999 a yearper annum, pro rata
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Administration Support Officer/ Continence Service employer: Powys Teaching Health Board
Contact Detail:
Powys Teaching Health Board Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administration Support Officer/ Continence Service
✨Tip Number 1
Network like a pro! Reach out to people in the health sector, especially those connected to Powys Teaching Health Board. A friendly chat can open doors and give you insights that might just land you the job.
✨Tip Number 2
Prepare for the interview by practising common questions related to administration support roles. Think about how your skills match the job description and be ready to share examples of your experience handling sensitive information.
✨Tip Number 3
Show off your communication skills! Whether it’s through a phone call or an in-person meeting, make sure you convey your enthusiasm for the role and your ability to handle irate or distressed callers with tact.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to connect directly with us.
We think you need these skills to ace Administration Support Officer/ Continence Service
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Administration Support Officer role. Highlight your relevant experience and skills, especially those related to communication and multitasking, as these are key for this position.
Showcase Your Communication Skills: Since you'll be dealing with sensitive information and potentially distressed callers, it's crucial to demonstrate your excellent communication skills. Use examples in your application that showcase how you've handled similar situations in the past.
Be Clear and Concise: When writing your application, keep it clear and to the point. Avoid jargon and ensure your points are easy to understand. This reflects the clarity you’ll need in your day-to-day role.
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us quickly and efficiently. Plus, you can find all the details you need about the role there!
How to prepare for a job interview at Powys Teaching Health Board
✨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 specific tasks mentioned in the job description, like managing correspondence and using databases. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Show Off Your Communication Skills
Since this role involves dealing with sensitive information and potentially distressed patients, practice articulating your thoughts clearly and empathetically. Prepare examples from your past experiences where you've successfully handled difficult conversations or provided excellent customer service. This will highlight your ability to communicate effectively under pressure.
✨Demonstrate Your Multi-Tasking Abilities
The job requires juggling multiple tasks at once, so be ready to discuss how you've managed similar situations in the past. Think of specific instances where you had to prioritise tasks or work independently while maintaining a high standard of work. This will show that you can thrive in a fast-paced environment.
✨Be Prepared for Scenario Questions
Expect questions that assess your problem-solving skills and ability to handle sensitive situations. For example, you might be asked how you would respond to an irate caller. Prepare thoughtful responses that reflect your judgement and tact, as these qualities are crucial for the role.
