Administrator Officer

Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.

Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.

Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.

Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.

This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Job overview

THIS POST IS A SECONDMENT FOR 12 MONTHS DUE TO MATERNITY COVER.

• Provide comprehensive administrative support to the Service. This includes; providing administrative support, arranging meetings,

• 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 based

• Organise and support the planning of meetings and taking formal minutes,

Main duties of the job

• Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls.
• Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder in

• Advanced keyboard skills and knowledge of telephony systems and general office equipment.
• Manage internal and external post, including sorting and arranging collection when necessary. The post holder may have

• Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined by

• Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seeking

• Guided by standard procedures, good practice and understands the standards and results that are to be achieved.

Working for our organisation

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 can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.

Detailed job description and main responsibilities

• Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls.
• Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder in

• Advanced keyboard skills and knowledge of telephony systems and general office equipment.
• Manage internal and external post, including sorting and arranging collection when necessary. The post holder may have

• Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined by

• Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seeking

• Guided by standard procedures, good practice and understands the standards and results that are to be achieved.

• Provide information orally, in writing and electronically to inform clients, work colleagues, and external partner

• Ensure effective communication between team members providing information and advice in a timely manner.
• Provide an effective and professional service when liaising with colleagues, stakeholders and the public.
• Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol.
• Manage the telephony system, direct telephone calls appropriately and relay messages accurately and in a timely fashion

• Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed

• Deal with personal emails and take action on delegated emails at managers’ request and supervision. The post holder will

provide basic advice to clients and the public on health improvement and health behaviour change. Contribute to team meetings.

• Provide support to the management of personnel procedures, including the recording of annual leave, study leave

• Recording of authorised special leave/sickness absence as requested.
• Participate in self-development to continually improve performance and undertake development activities that are

• Provide support to the induction process.
• Support in the training of new staff on systems and procedures within the office.
• Collate pay card information for authorisation.

• Responsible for the entry and storage of data compiled by others (electronic and hard copies)
• Use a variety of IT applications to promote the smooth running of the department and projects
• Take and transcribe formal minutes of meetings
• Ensure security of records in line with GDPR.
• Ensure compliance with information governance policies and procedures
• Setting up, managing and maintaining office systems, including paper and electronic files, ensuring that information is

• Process requisitions for the team in accordance with the Health Board’s finance policies and procedures.
• Process petty cash requests following organisational procedures.
• Process orders of resources and supplies via the procurement systems.
• Process credit card requests within the scope of organisational policy and procedures.
• Assist in the maintenance of materials and equipment stock.
• Provide budget monitoring support, including recharging and processing of invoices.
• Prepare pay cards for authorisation.
• Support the coordination and dissemination of resources.

• Administration support to those undertaking research, such as requesting information.
• Participate in the preparation and administration of audit information for own work.
• Involvement in the arranging and recording of equipment required to be tested.

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

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.

Person specification

Essential Experience

• Demonstrate experience in an administrative role
• Experience of communicating with all levels of professional staff and the public
• Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
• Experience of transcribing and minute taking
• Working experience of Microsoft Office Suite

• Administering finance systems, e.g. requisitions, budget monitoring
• Working in an NHS environment

Essential Qualifications & Knowledge

• Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience

Essential Aptitude and abilities

• Adhere to and can demonstrate SBU Values & Behaviours
• Good knowledge of MS Office Suite and thorough understanding of office procedures
• Working knowledge of filing/data systems including record management
• Working knowledge of filing/data systems including record management
• Good written and verbal communication skills and problem solving and fact finding
• Work within a team and to take direction from senior team members

• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Other Essential Criteria

• Ability to work to deadlines and under pressure
• Able to work within a team
• Ability to work on own initiative
• Good time management
• Respect confidentiality
• Keen to learn/develop skills

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.

If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.