Administrative Assistant

Job overview

An exciting opportunity has arisen for a motivated and enthusiastic Administrative Assistant to join our friendly and supportive Children's Centres team, supporting children and young people with disabilities and developmental difficulties.

The post is primarily based at Nevill Hall Children's Centre, with occasional travel required to provide cover at Serennu and Caerphilly Children's Centres.

This rewarding role is ideal for someone who enjoys working in a busy environment, takes pride in providing high-quality administrative support and is committed to delivering an excellent experience for children, young people and their families.

The successful candidate will be organised, approachable and able to manage a varied workload while maintaining a professional and welcoming manner. Applicants should have excellent communication, keyboard and IT skills, including confidence using Microsoft Office applications. The ability to prioritise workloads, meet deadlines, provide excellent customer service and work independently using initiative is essential. A calm and professional telephone manner is also required.

Experience within an office or reception environment would be advantageous.

This is an opportunity to make a real difference as part of an experienced and supportive team delivering valuable services to children, young people and their families. If you are organised, compassionate and passionate about making a difference, we would love to hear from you.

Main duties of the job

This post is to sit within the ABUHB Children Centres as part of the administrative team. The duties and responsibilities described here are not exhaustive and the post holder will carry out any other duties compatible with the grade which may be assigned from time to time by the Children Centre Team Lead.

The post holder will participate as a member of the Children’s Centre administrative team providing reception and clerical support. The post holder will be required to work across all Children Centres when required to cover periods of absence. We have three Children Centres, Serennu Children Centre located in Newport, Caerphilly Children Centre located in Caerphilly and Nevill Hall Children Centre located in Abergavenny.

The post holder will act as the first point of contact for the Children’s Centre when required, answer the telephone and liaise with the general public, staff and other professionals within the Health Board in a sympathetic and professional manner.

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

Detailed job description and main responsibilities

As an Administrative Assistant within the Children's Centres, the post holder will play a key role in supporting the smooth and efficient day-to-day operation of the service. Responsibilities include planning and organising workloads effectively, using initiative within established procedures and seeking guidance when required.

The role involves a wide range of administrative duties, including collecting and opening post, preparing emails, letters and other correspondence, and responding to a variety of enquiries. The post holder will often act as the first point of contact for the Children's Centre, welcoming visitors, answering telephone calls and liaising with families, members of the public, colleagues and professionals across the Health Board in a professional, courteous and empathetic manner. Sound judgement will be required when managing enquiries and ensuring that information is handled appropriately.

General clerical duties form an important part of the role and include maintaining both paper and electronic filing systems, scanning and storing documents in line with departmental procedures, and ensuring that signed letters and reports are distributed promptly. The post holder will also support the maintenance and development of databases and administrative systems that contribute to the effective running of the Children's Centres.

Working as part of a dynamic and supportive team, the post holder may be required to undertake other duties appropriate to the grade as directed by the Children's Centre Team Lead. All duties must be carried out in accordance with relevant Health Board policies and procedures. The role also requires a commitment to continuous professional development through identifying learning needs, participating in training opportunities and engaging in regular PADR appraisals to review and reflect on professional practice.

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