Administration and Clerical for Health Visiting and Sleep Clinic

Job overview

To be an effective member of a multidisciplinary Health Visiting Team and sleep clinic team that promote the health and wellbeing of children in a designated caseload. To provide and organise a comprehensive high level, efficient, accurate and prompt administrative service to the Health Visiting and sleep clinic team and assist in the smooth running of the service. The post holder deals with highly sensitive and confidential issues relating to issues affecting the clients and their families.

As a member of the Administration Team, a flexible approach to the post is essential to enable prioritising the different workloads and duties.

Excellent communication and interpersonal skills are required to carry out duties with tact, diplomacy and sensitivity. Make sound decisions and judgements using initiative and level of authority as agreed with Line Manager.

Knowledge and understanding of the structure, policies, management and operational procedures within the Administration Office and for the Health Board as required, in dealing with internal and external enquiries in a competent and confident manner.

Main duties of the job

• Undertake clerical and word processing duties.
• Sending out of information within specified time scale.
• Correct/accurate use of patient information using the patient administration systems.
• Maintain case notes in good condition.
• Booking /rearranging of meetings/appointments.
• Deal with enquiries either on the telephone/face to face.
• File reports/ letters or relevant information following relevant protocols.
• Dealing with incoming/outgoing mail and distribute accordingly.
• Undertake such miscellaneous clerical duties as necessary.
• Undergo any training relevant to the job role.
• Collecting information in connection with Health Visiting/sleep clinic by ensuring up to date and accurate patient information is available.
• Adhere to all Health Board policies/procedures.
• Clear and accurate communication.
• Work flexibly to meet service demands.
• Plan, organise, prioritise and manage own workload.
• Responsible for ensuring safe use of equipment and resources in own work area and report any concerns appropriately.
• Use own initiative to recognise and deal appropriately with untoward and taking appropriate remedial action to rectify mistakes.

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

Detailed job description and main responsibilities

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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Welsh language skills are desirable