We are looking for a motivated and dynamic Clerical Officer with excellent communication skills to work as part of Older Persons Mental health Services on Derwen Ward Cefn Coed Hospital Swansea. The role will provide clerical and administration support to the ward team.

Based on the ward in Ysbryd Y coed. You will need to be well organized, able to work on your own initiative and possess excellent communication and organizational skills. Computer literacy is essential. Previous experience of working in mental health and/or a community mental health team would be desirable.

The successful candidate will be required to work Monday to Friday 09.00hrs to 15.00hrs 4 day week rota

For further details / informal visits contact:
Deborah Morgan Ward Manager 01792 532932

Act as an administration assistant for the department, the role will require the post holder to provide administration services which will include good communication skills and the production of documents, updating of e systems, collating of information, mail distribution, filing, typing, booking venues etc.

Answer the telephone, take messages and communicate information to senior staff where necessary. Assist the nursing staff in ensuring adequate stocks and supplies, including stationery and be responsible for ordering and maintaining items as delegated. Ensure personal proficiency with the Oracle system. Ensure personal proficiency in the use of the computerised systems. Typing of letters, memo, etc as requested by the Ward Manager.

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

In this Health Board we aspire to be driven by our values; where every person that works for us, regardless of their role, is expected to demonstrate the values of “caring for each other”, “working together” and “always improving”.

The role will undertake administration duties for the departments to include;

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;
1. Dealing with telephone queries appropriately, referring more complex queries onto the appropriate person
2. Providing an excellent customer service to the organisation
3. Collecting, opening and acknowledging post and emails within specified timescales
4. Dealing with all other enquires via email or in person for the departments appropriately, referring to others as required
5. Recording messages as required for the department
6. Developing Documents and Data Inputting, the role will provide an administration service to a high standard
7. Producing documents for the department such as correspondence, posters, leaflets, presentations etc.
8. Inputting information into systems, maintaining accuracy
9. 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;
1. Providing clerical support for all aspects of the Department
2. Ordering of stock where required through the Health Board purchasing system.
3. Arranging meetings and courses, using available diary systems to include booking of venues and equipment if necessary
4. To work within or support the development of standard operating procedures for the department as needed to deliver the service
5. To provide cover for absences e.g. leave, sickness for other admin officers
6. 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.
7. 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.th electronic and paper are kept up to date.
8. Undertake audits as directed

Communication

The service is pan Swansea Bay University Health Board and liaison with all disciplines within the health board 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
1. Ensure documentation is ready as directed
2. Communicate with external speakers and confirm bookings
3. Maintain an electronic library
4. Arrange/confirm meetings/workshops

General
1. Attend all mandatory training courses as required by SBUHB and the Clerical Services Co- ordinator. Actively participate in annual Personal Development Reviews. Working with the line manager in agreeing personal objectives and attending necessary training to ensure KSF gateways and agreed objectives are met
2. Maintain databases, filing systems in a timely and accurate manner, ensuring that other team members are able to locate letters/information in your absence.
3. To assist in the induction and training of new members of staff acting as mentors during induction and ‘on the job’ training period.