Administration Assistant

Swansea Bay University Health Board; Cardiff; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading UK healthcare organization is looking for an Administrative Support role in Cardiff. The candidate should have experience in administrative duties, data entry, and the ability to communicate with staff and partner organizations. This role offers personal development opportunities in a supportive work environment.

Benefits

Professional training and development

Inclusive employer with diverse background acceptance

Qualifications

• Ability to prioritize work and work on own initiative.
• Experience in administrative support, diary management, and minute taking.
• Experience with data entry and records management.
• Experience using IT applications to support department activities.
• Ability to communicate and liaise with staff and partner organisations.
• Commitment to following policies and procedures.

Responsibilities

• Provide administrative support to the team.
• Communicate and liaise with staff and partner organisations.
• Manage resources and provide support to business processes.
• Produce work to deadlines while complying with health policies.
• Provide diary management service.
• Manage internal and external post.

Skills

Ability to prioritize work

Experience in administrative support

Diary management and minute taking

Experience with data entry

Ability to communicate with staff

Familiarity with IT applications

Commitment to policies and procedures

Job description

Overview

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.

Responsibilities

• Provide administrative support to the team, including arranging meetings, coordinating information, preparation of agendas, minute taking, data entry and generation of daily work lists for administration staff, and regular routine audits.
• Communicate and liaise with staff and members of partner organisations.
• Support the effective running of the team, including management of resources as part of core duties; adopt a flexible approach when the needs of the service require and provide support to business and project processes.
• Produce work to deadlines while ensuring compliance with health board policies.
• Provide support to staff within the team/office.
• Provide 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; resolve conflicting diary appointments and schedules.
• Prioritise work and work on own initiative; carry out other administrative tasks to provide cover.
• Follow policies and procedures determined by team systems and Health Board corporate systems; contribute to development of new systems and processes to support quality standards within the team.
• Be guided by standard procedures and good practice, understanding the standards and results to be achieved.
• Manage internal and external post, including sorting and arranging collection when necessary; contribute to team meetings and prepare/distribute documents and papers as required.
• Set up, manage and maintain filing systems; ensure information is securely stored, filed and retrievable in line with information governance guidelines to protect personal information.
• Collate and process data; responsible for entry and storage of data compiled by others (electronic and hard copies); use a variety of IT applications to support the smooth running of the department and projects.
• Take and transcribe formal minutes of meetings.

Qualifications and Requirements

• Ability to priorities work and work on own initiative.
• Experience in administrative support, diary management and minute taking.
• Experience with data entry, records management and producing extracts for audits.
• Experience using IT applications to support department and project activities.
• Ability to communicate and liaise with staff and partner organisations.
• Commitment to following policies and procedures and contributing to process improvements within the team.

Other Information

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 offer professional training and development opportunities in an innovative, forward-thinking organisation. We welcome applicants from all backgrounds and are an inclusive employer.

Our values - Caring For Each Other, Working Together and Always Improving - reflect our commitment to equality in all that we do.

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

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