Job Description

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



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.



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.



You will be able to find a full 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.