Detailed job description and main responsibilities

Prioritise own work and complete work to agreed deadlines. Provide support to business and project processes.

• Provide support to staff within the team/office. Manage own workload and activities, including emails and video calls. 

• Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holder in 
order to provide cover. Prepare and distribute documents and papers as required. 

• Advanced keyboard skills and knowledge of telephony systems and general office equipment. 

• Manage internal and external post, including sorting and arranging collection when necessary. The post holder may have 
contact with service users and will be expected to signpost/direct to the appropriate person/department. 

• Facilitate bookings on behalf of staff as needed. Follow policies and procedures in own role which are determined by 
systems within the team and Health Board’s corporate systems. Contribute and assist with the development of new 
systems and processes as part of the development of quality standards within the team. 

• Required to prioritise their work and to work on their own initiative, managing own workload and deadlines, seeking 
advice as necessary. 

• Guided by standard procedures, good practice and understands the standards and results that are to be achieved. 
Communication

• Provide information orally, in writing and electronically to inform clients, work colleagues, and external partner 
organisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public.

• Ensure effective communication between team members providing information and advice in a timely manner.

• Provide an effective and professional service when liaising with colleagues, stakeholders and the public.

• Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol.

• Manage the telephony system, direct telephone calls appropriately and relay messages accurately and in a timely fashion 
(calls may be confidential and sensitive and be from a range of internal/external individuals and organisations).

• Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed 
and retrievable whilst adhering to information governance guidelines to protect personal information.

• Deal with personal emails and take action on delegated emails at managers’ request and supervision. The post holder will 
provide basic advice to clients and the public on health improvement and health behaviour change. Contribute to team meetings.

Education and Training/Staff Management

• Provide support to the management of personnel procedures, including the recording of annual leave, study leave 
requests and high cost study requests.

• Recording of authorised special leave/sickness absence as requested.

• Participate in self-development to continually improve performance and undertake development activities that are 
identified. 

• Provide support to the induction process. 

• Support in the training of new staff on systems and procedures within the office. 

• Collate pay card information for authorisation.
Information Resources 

• Responsible for the entry and storage of data compiled by others (electronic and hard copies) 

• Use a variety of IT applications to promote the smooth running of the department and projects 

• Take and transcribe formal minutes of meetings 

• Ensure security of records in line with GDPR. 

• Ensure compliance with information governance policies and procedures 

• Setting up, managing and maintaining office systems, including paper and electronic files, ensuring that information is 
appropriately and securely stored, filed and retrievable. 
Finance 

• Process requisitions for the team in accordance with the Health Board’s finance policies and procedures. 

• Process petty cash requests following organisational procedures. 

• Process orders of resources and supplies via the procurement systems. 

• Process credit card requests within the scope of organisational policy and procedures. 

• Assist in the maintenance of materials and equipment stock.

 
• Provide budget monitoring support, including recharging and processing of invoices. 

• Prepare pay cards for authorisation.

• Support the coordination and dissemination of resources. 
Research and Development 

• Administration support to those undertaking research, such as requesting information. 

• Participate in the preparation and administration of audit information for own work. 

• Involvement in the arranging and recording of equipment required to be tested.

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

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.