Engagement & Administration Officer

Powys Teaching Health Board; Llyswen; On-site; GBP 27,000 - 28,000; Full time

Job summary

Powys Teaching Health Board is seeking an Engagement and Administration Officer to join the Powys Living Well Service. The role delivers clerical and data management support, with strong computer literacy and ability to work with health professionals and service users.

You will manage onboarding, follow-up, and routine calls, maintaining accurate records in digital systems and contributing to service monitoring and reporting. Welsh language willingness is welcome.

Qualifications

• Educated to NVQ Level 3 or equivalent knowledge and experience.
• Experience of administrative processes and team-based service support.
• Understanding of information governance, data protection and confidentiality.
• Experience using digital systems for information recording and reporting.

Responsibilities

• Provide engagement and administrative support to the Powys Living Well Service.
• Onboard, follow up and chase service users per scripts and procedures.
• Complete referral forms during engagement calls as required.
• Use digital trackers and reporting tools to support service delivery and monitoring.
• Record engagement activity and outcomes accurately in approved systems.
• Answer incoming calls as part of the administrative team and route enquiries.

Skills

Plan & prioritise workload

Teamwork

Communication

Digital systems

Attention to detail

Welsh language

Education

NVQ Level 3 or equivalent

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

• Provides engagement and administrative support to the Powys Living Well Service, including providing cover and additional administrative support in response to service demand.
• Provides routine onboarding, follow up and chaser telephone calls with service users in line with agreed scripts and standard operating procedures.
• Completes referral forms during engagement calls where required.
• Uses digital systems, trackers and reporting tools to support service delivery and monitoring.
• Records engagement activity, outcomes and non-responses accurately on approved digital systems and trackers to support pathway flow and reporting.
• Answers incoming calls as part of the Powys Living Well Service administrative team, responding to routine enquiries or directing calls in accordance with agreed processes.

Main duties of the job

An exciting opportunity has arisen within the Powys Living Well Service for an effective and organised Engagement and Administration Officer to join our friendly, dynamic and innovative Team.

The post holder will provide comprehensive clerical, administrative and secretarial support to the Powys Living Well Service. In addition to this the post holder will be required to demonstrate excellent computer literacy and data management skills.

The post holder will need to have a high level of personal and professional organisational skills, self-motivation and flexibility in approach and attitude. Excellent interpersonal and communication skills, both verbally and in writing will be essential along with the ability to work in a collaborative manner with a wide variety of Health Professionals, service users and partner organisations.

The post holder will need to have a passion for wellbeing, learning and development and support will be offered in these areas.

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.

To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.

Job responsibilities

We would particularly welcome applications from Welsh speakers; but even if you dont speak any Welsh, or want to develop your skills, dont worry: the health board will support you with training.

You will be able to find a full Job description and Person Specification attached within the supporting documents.

Qualifications and Knowledge

• Educated to NVQ Level 3 or equivalent knowledge and experience gained through work-based learning
• Knowledge of administrative processes and the importance of providing effective service support within a team environment
• Understanding of information governance, data protection and confidentiality when handling personal and sensitive information
• Working knowledge of digital systems used to record and manage information, such as databases, spreadsheets and electronic forms
• Knowledge of health, wellbeing or community-based services and service user pathways
• Awareness of digital systems and tools used to support service delivery, monitoring and reporting
• Understanding of engagement, onboarding and follow-up processes in supporting service delivery

Experience

• Working in an administrative or support role within a team environment
• Communicating with members of the public or service users in a professional and supportive manner
• Recording information accurately using digital systems, spreadsheets or written recordsi>Following defined processes, procedures or standard operating practices
• Experience of using Microsoft Office applications, including Outlook, Word and Excel
• Experience of supporting service delivery through data entry, tracking or administrative systems
• Experience of providing administrative cross-cover or supporting a team during periods of increased demand

Skills and Attributes

• Plan, prioritise and manage workload to meet competing demands
• Work independently and as part of a team to support service delivery
• Excellent verbal and written communication skills, with ability to communicate clearly and sensitively with service users/colleagues
• Use digital systems, spreadsheets and recording tools accurately and efficiently
• Attention to detail when recording and maintaining service user information
• Follow agreed procedures, scripts and standard operating practices while exercising appropriate judgement
• Ability to identify and suggest improvements to processes and ways of working
• Confidence in supporting others with digital systems or administrative processes
• Some ability to speak, read and/or write Welsh, or an eagerness to learn

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.

£26,813 to £27,890 a yearper annum, pro rata