Detailed job description and main responsibilities

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.

Provide a range of clerical and secretarial services as directed.

Manage the diary and appointment schedule of the service.

Provide support and cross over within service.

Manage incoming correspondence, dealing with routine items and action reminders as instructed.

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

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

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

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

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 ensuing they are handled in an appropriate manner.

Other duties to include the use of the internet to retrieve information, photocopying, filing and the extraction of files, and arranging hospitality for visitors and guests as required.

Maintain a high standard of confidentiality when dealing with day-to-day enquiries and general correspondence from colleagues in the Health Board, across other health organisations and members if the public.

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/Cobweb.

Ensure that any advice given to the public is consistent with Health Board policy and procedure.

Transcribe clinical letters as required.

Undertake surveys and audits as required for own role.

Coordinate, check and process monthly returns/logs ensuring they are signed off in a timely manner.

Make and receive phone calls. Using initiative, judgement, tact and persuasive skills when handling enquiries. Take action and provide feedback as appropriate, ensuing messages are relayed, and action is taken.