Administration Support Officer

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 post holder will : Act as first point of contact for telephone calls from members of public, staff from the health board and other agencies including Local Authority, Police, Education along with families/carers.

Provide and receive contentious and sensitive information of a personal, financial and political nature which requires tact, diplomacy and adherence to the strictest confidentiality.

Use judgement to respond to routine queries, referring more complex and urgent issues to senior staff, or their Deputy in their absence.

Provide the team with support in respect of administration duties to enable the smooth running of the administration function for the Safeguarding & Public Protection service.

Manage own day to day workload, exercising judgement to determine priorities and make adjustments and changes to workload according to accommodate urgent requests. Ensure correct and accurate input of information into databases and spreadsheets in a timely manner, and in accordance with prescribed timescales.

Collate data for reports using a range of sources pertinent to the subject matter as and when required.

Support the team in planning and co-ordinating training, ensuring appropriate venues are booked, refreshments are arranged and information regarding the training event is disseminated in a timely manner.

Confirm event registration to participants by post, e-mail or phone call eg. delegates booked to attend training or audit events.

Manage the diary of the team, sending and receiving meeting requests, book meeting rooms, preparing and distributing paperwork and take action notes/minutes at meetings when requested to do so.

Assist in the preparation, organisation and distribution of papers for meetings.

Establish and maintain efficient day-to-day office functions such as filing systems, databases, bring forward systems, training log and communication processes.

Ensure all paper and electronic information is stored confidentially, in line with Cwm Taf UHB policy and process for data storage.

Monitor stationary supplies and equipment for the team and replenish stock where necessary, ensuring goods are ordered in line with the UHBs financial procedures.

Undertake routine office duties which include photocopying, scanning, filing and dealing with incoming and outgoing communications i.e. mail, email, fax, telephone, face-to-face and social media.

Use standard keyboard skills to type correspondence, letters, reports, action notes, formal minutes, ensuring accuracy and documents are completed to a high standard of presentation and meeting deadlines as and when required.

Posses a good working knowledge of Microsoft Office i.e. Word, Excel, PowerPoint, Access and Outlook.

Work as part of a team, and cover others in the events of absence.

Attend and contribute to the team department meetings.

Will suggest changes to working practices to improve efficiencies, implementing new ways of working once agreed.

Adhere to UHB policies and procedures relevant to work area and may be required to comment on proposed changes to office procedures and systems affecting own work area.

Undertake audits to own work as necessary and participate in staff surveys if invited to do so.

Work using own initiative; work is managed rather than supervised.