Detailed job description and main responsibilities

Responsibilities and Duties

Provide a range of clerical and secretarial services as directed.

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.

Communication
Communicate and exchange complex, sensitive information across the organisation both internally and externally, using tact and persuasive skills and demonstrate excellent communication skills and the ability to handle sensitive and confidential information.

Establish strong links with colleagues across the Health Board and with those providing services to patients both in and outside Powys.

Responsible for organising meetings, preparing papers and taking minutes.

Respond to correspondence as directed, some of which will contain sensitive information.

Be a source of contact for both colleagues and the public, ensuring they are directed to the appropriate person.

Provide a sign-posting service.

Able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.

Planning and Design
Manage the diary and appointment schedule of the team as required, utilising diary time effectively.

Track correspondence and monitor follow up actions to ensure their completion.

Organise meetings, including the booking of venues, equipment and refreshments, co-ordinate attendance.

Develop and maintain efficient, functional and up to date filing systems (paper and electronic), including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly.

Management, Training & Leadership
Demonstrate own role to new starters.

Finance and Budget
Order and maintain supplies and process invoices using Oracle.

Improvement, Monitoring, Evaluation/ Policy/Service Development
The post holder is guided by clearly defined occupational policies, protocols and procedures.

Digital and Information
Prepare accurate papers and minutes, monitoring the delivery of follow-up actions arising from the minutes.

Research Development. Evaluation & Audit
Undertake surveys and audits as necessary for own role.

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 on Trac.

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