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Detailed job description and main responsibilities

The role will undertake administration duties for the departments to include;
Communication
The service is all Wales but hosted by Swansea Bay University Health Board and liaison with all disciplines within the health boards will be routine as well as communication with internal and external stakeholders.
Project work
This service is in response to new developments and consequently many work streams will be established on an ongoing basis. The post holder will be required to
 Ensure documentation is ready as directed
 Communicate with HCP and patients  and confirm appointments/ bookings
 Maintain an electronic data base
 Arrange/confirm meetings/workshops/ clinics across Wales
First Point of Contact Support
As one of the first point of contacts for the department, the Clerical Officer will deal with and direct calls as necessary in a professional, courteous manner acting  as an ambassador for the organisation in all aspects of communication. This will include;
 Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person
 Providing an excellent customer service to the organisation
 Collecting, opening and acknowledging post and emails within specified 
timescales
 Dealing with all other enquires via email or in person for the departments 
appropriately, referring to others as required
 Recording messages as required for the department
 Developing Documents and Data Inputting, the role will provide an 
administration service to a high standard

Producing documents for the department such as correspondence, posters, 
leaflets, presentations etc.
 Inputting information into systems, maintaining accuracy
 Creation of databases for recording of information as necessary for the 
administrative needs of the department
Office Duties
 The role will involve organising and planning its workload in order to meet the needs of the service, prioritising where appropriate. Duties will include;
 Providing clerical support for all aspects of the Department
 Ordering of stock where required through the Health Board purchasing 
system.
 Arranging meetings and courses, using available diary systems to include 
booking of venues and equipment if necessary
 To work within or support the development of standard operating procedures for the department as needed to deliver the service
 To provide cover for absences e.g. leave, sickness for other admin officers
 Update the mandatory and non-mandatory training database as and when required, liaising with all appropriate members of staff ensuring all records of the training diary.
 To receive and process all stationery/ supplies orders from clinic clerical 
officers. To monitor and maintain through the Oracle system all supplies. 
Using own judgment, follow through any queries within appropriate 
guidelines reporting to the Supervisor/Manager any problems.

Ensure electronic and paper are kept up to date.
Undertake audits as directed