Job summary
- Main area
- Mental Health and Learning Disabilities
- Grade
- Band 4
- Contract
- 1 year (Fixed Term/ Secondment till April 2026 due to Maternity Cover)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 130-AC081-0525
- Employer
- Swansea Bay University Health Board
- Employer type
- NHS
- Site
- Ty Einon, Community Mental Health Team
- Town
- Gorseinon, Swansea.
- Salary
- £26,928 - £29,551 per annum
- Salary period
- Yearly
- Closing
- 10/06/2025 23:59
Employer heading
Senior Department Administrator
Band 4
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 FIXED TERM/SECONDMENT Till April 2026 DUE TO maternity leave.
IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST
An exciting opportunity has arisen for a full time Senior Department Administrator at our Community Mental Health Team in Ty Einon.
Main duties of the job
Induct inexperienced staff and maintain working relationships with own and other departments, training, and motivating staff to achieve objectives.
Develop and control administrative systems to assist with the management of the workload and responsibilities, providing a wide range of administrative and secretarial support in addition to supporting team working across the office. Prioritise work and to work on own initiative, managing own workload and deadlines, seeking advice as necessary.
Prepare service reports, and complete information gathering and processing for various purposes (e.g. subject access requests, maintenance of service databases) and maintain record keeping in staff personal files and the staff e-Roster in line with sign-off timescales for own team and the wider service workforce.
Coordinate secretariat support for meetings, including for those of a sensitive or confidential nature (e.g. disciplinary proceedings), ensuring confidentiality of service and HR matters.
Provide line management and supervision to staff, including tasks such as PADR, sickness, performance, capability etc. Participate in self-development to continually improve performance and undertake development activities that are identified. Support with service wide recruitment and administration induction and train new staff on systems and procedures within the office, and lead on the updating of outdated admin processes.
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
Please see the attached job description and person specification for a detailed outline of the job requirements.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person specification
Qualifications and Knowledge
Essential criteria
- Significant demonstrable proven experience of working in an office in an administrative role
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence
- Minute taking and recording
- Experience of working autonomously
- Diploma level qualification Or NVQ Level 3 or equivalent demonstrable level qualification/Experience
- Advanced Keyboard Skills (e.g. RSA level III)
- Knowledge of administrative and organisational procedures, acquired through training and relevant experience
Desirable criteria
- Working in an NHS environment
- Detailed working knowledge of WCCIS or similar systems
- Supervisory experience
Aptitude and Abilities
Essential criteria
- Planning and organisational skills, work to deadlines and under pressure and work on own initiative
- Able to work within a team, good time keeping
Employer certification / accreditation badges
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 not necessary
Documents to download
Further details / informal visits contact
- Name
- Jayne Beer
- Job title
- Business Support Manager
- Email address
- [email protected]
- Telephone number
- 07773481025
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