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Job overview

This is a fixed term contract for 10 months. 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 to join the Immunisation and Vaccination service, within the business team to undertake the role of Administration Support Officer.  The post holder will operate in a fast-paced environment and will provide comprehensive and effective support to the team. 

The post holder will provide a comprehensive clerical, administrative and 
secretarial support service and will need to work on their own initiative and will be responsible for organising meetings for staff within the department and liaising with other Health Board Staff and external organisations.
The post holder will also need to be able to communicate, and will need to 
demonstrate excellent communication skills and have the ability to handle 
sensitive and confidential information, including the ability to collate and undertake a basic analysis of confidential data.

As a Health Board we embrace diversity and inclusion. We offer a supportive and welcoming place to work which is free from discrimination and fair in all our working practices. We’ll value your contribution whether you’re looking for your first job, re-entering the workforce or looking for a career change. Powys Teaching Health Board warmly welcomes all.

Main duties of the job

Responsible for providing and coordinating a comprehensive, confidential and high quality administrate service for the Immunisation and Vaccination team. 

Manage the diary and appointment schedule of managers as required, 
utilising diary time effectively which will involve adjustments to 
appointments to ensure deadlines are met. Be able to provide support and cross cover within the department. Organise meetings, including the booking of venues, equipment and co-ordinate attendance.

Manage incoming correspondence, dealing with routine items and action reminders as instructed. Responding to correspondence as directed, some of which will contain sensitive information. Track correspondence and monitor follow up actions to ensure their completion. 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. 

Develop and maintain efficient, functional and up to date filing systems, including the setting up and running of an efficient brought forward system where documentation can be retrieved promptly. Prepare accurate papers and minutes; monitoring the delivery of follow-up actions arising from the minutes.

Be a source of contact for both colleagues and the public, ensuring they 
are directed to the appropriate person. This will include being able to identify sensitive and confidential issues and ensuring they are handled in an appropriate manner.  

Working for our organisation

Being the smallest Heath Board in Wales means that you won’t get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation. 

As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We’re also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy ’life work’ balance is essential, and something we recognise by prioritising your well-being.

To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.