Administration Support Officer

Job overview

This is an exciting opportunity to join the Looked After Children' s Team  within Cwm Taf Morgannwg UHB as a Administration Support Officer.   We are seeking a highly motivated person, with excellent organisational and communication skills to join our small team.   The post holder must be able to work in a challenging environment and have a sensitive, caring and non-judgmental attitude. The post holder will work within a specific team however, will need the flexibility to work across the service as the need arises.

The post holder will provide a comprehensive, professional and confidential secretarial and administrative support to the team.   The post holder will also be expected to liaise in a professional manner with colleagues and partner agencies and undertake a wide spectrum of administrative and secretarial duties.

The post holder will be expected to manage and prioritise their own workload using experience and initiative.

The post holder will work independently to provide a secretarial and administrative office function, adhering to UHB policies and procedures.

Main duties of the job

The post holder will work to standard operating procedures to provide a comprehensive, professional and effective administrative support to the Safeguarding & Public Protection Team.

He/She will provide the administration function for the Safeguarding & Public Protection team and maintain the database activity, ensuring the information is readily updated to reflect a true position of all Safeguarding applications.

The post holder is expected to work flexibly to support the Team and to assist other colleagues from within the Safeguarding and Public Protection Team when required.

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn’t mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn’t ‘fluency’, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see ‘Welsh Language Guidance’ in the documents right at the bottom.

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

The post holder will : •    Act as first point of contact for telephone calls from members of public, staff from the health board and other agencies including Local Authority, Police, Education along with  families/carers.

• Provide and receive contentious and sensitive information of a personal, financial and political nature which requires tact, diplomacy and adherence to the strictest confidentiality.
• Use judgement to respond to routine queries, referring more complex and urgent issues to senior staff, or their Deputy in their absence.
• Provide the team with support in respect of administration duties to enable the smooth running of the administration function for the Safeguarding & Public Protection service.
• Manage own day to day workload, exercising judgement to determine priorities and make adjustments and changes to workload according to accommodate urgent requests.   •    Ensure correct and accurate input of information into databases and spreadsheets in a timely manner, and in accordance with prescribed timescales.
• Collate data for reports using a range of sources pertinent to the subject matter as and when required.
• Support the team in planning and co-ordinating training, ensuring appropriate venues are booked, refreshments are arranged and information regarding the training event is disseminated in a timely manner.
• Confirm event registration to participants by post, e-mail or phone call eg. delegates booked to attend training or audit events.
• Manage the diary of the team, sending and receiving meeting requests, book meeting rooms, preparing and distributing paperwork and take action notes/minutes at meetings when requested to do so.
• Assist in the preparation, organisation and distribution of papers for meetings.
• Establish and maintain efficient day-to-day office functions such as filing systems, databases, bring forward systems, training log and communication processes.
• Ensure all paper and electronic information is stored confidentially, in line with Cwm Taf UHB policy and process for data storage.
• Monitor stationary supplies and equipment for the team and replenish stock where necessary, ensuring goods are ordered in line with the UHB’s financial procedures.
• Undertake routine office duties which include photocopying, scanning, filing and dealing with incoming and outgoing communications i.e. mail, email, fax, telephone, face-to-face and social media.
• Use standard keyboard skills to type correspondence, letters, reports, action notes, formal minutes, ensuring accuracy and documents are completed to a high standard of presentation and meeting deadlines as and when required.
• Posses a good working knowledge of Microsoft Office i.e. Word, Excel, PowerPoint, Access and Outlook.
• Work as part of a team, and cover others in the events of absence.
• Attend and contribute to the team department meetings.
• Will suggest changes to working practices to improve efficiencies, implementing new ways of working once agreed.
• Adhere to UHB policies and procedures relevant to work area and may be required to comment on proposed changes to office procedures and systems affecting own work area.
• Undertake audits to own work as necessary and participate in staff surveys if invited to do so.
• Work using own initiative; work is managed rather than supervised.