Administration Officer, Receptionist/Clerical Officer in Port Talbot

The post holder will provide a comprehensive clerical and reception administrative service, demonstrating a courteous, professional, and sensitive approach at all times prioritising their time, and demonstrate a high degree of flexibility.

Main duties of the job:

• Maintain records both manually and on computerised systems.
• Handle sensitive and confidential information, i.e. patient/staffing information, or service data etc.
• Deliver a client focussed service promoting good customer service and effective working relationships.
• Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.
• Provide clerical and administrative support during colleagues' absences due to annual leave and sickness.

Job responsibilities:

• Communication: Ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders.
• Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.
• Build and maintain strong influential relationships with internal and external stakeholders.
• Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc.
• Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone.
• Take accurate messages and ensure these are passed onto the appropriate person.
• Act with tact and diplomacy and discretion when subject matter is sensitive or contentious.
• Screen all incoming calls and manage barriers to communication, remaining courteous, polite, and calm when dealing with aggression from members of the public.

• Planning and Design: Arrange meetings or appointments, typing/distributing minutes as directed by the Manager.
• Manage appointment for patients/staff or schedule meeting room bookings and use of IT/VC equipment in the meeting rooms.

• Management, Training & Leadership: Maintain and improve own knowledge, learning and ability to excel in the role setting an example for others.
• Prepare for and take an active part in the PADR process in accordance with the organisation policy.
• Assist in maintaining own and others safety and security and ensure they are up to date with statutory and mandatory training.

• Finance and Budget: Responsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order.
• Following policy and processes maintain and order stock as directed using the health boards system.

• Improvement, Monitoring, Policy/Service Development: Solve delegated problems logically and make decisions appropriate to the level of the post.
• Ensure that the reception and waiting areas are welcoming, tidy, and well presented at all times.
• Make changes in own practice and constructively undertake a role in improving the service as agreed.

• Digital and Information: Maintain records both manually and on computerised systems handling sensitive and confidential information.
• Work competently with the organisations IT systems and keeping up to date with the latest software and technological developments.

Person Specification:

• 5 GCSEs or equivalent, Grade C or above.
• Level 2 or equivalent demonstrable experience/knowledge in Business Administration or similar.
• Experience of working in an administrative/office environment.
• Excellent verbal and written communication skills.
• Ability to work to meet deadlines and prioritise.
• Ability to use Microsoft Office e.g. word/excel and virtual platforms e.g. Teams etc.

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.