Main area Administration Grade Band 2 Contract Permanent Hours 37.5 hours per week (Full Time – 37.5 hours per week) Job ref 130-AC054-0326
Employer Swansea Bay University Health Board Employer type NHS Site Neath Port Talbot Hospital Town Port Talbot Salary £24,833 per annum Salary period Yearly Closing 07/04/2026 23:59
Administration Officer, Receptionist/Clerical Officer
Band 2
Welcome toSwansea BayUniversity Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea BayUniversity Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
The Agenda for Change Pay Award for 2026/27 is effective from 1 st April 2026.
The post holder will provide a comprehensive clerical and reception administrative service, demonstrating a courteous, professional, and sensitive approach at all times prioritising their time, and demonstrate a high degree of flexibility and will;
Main duties of the job
- Maintain records both manually and on computerised systems.
- Handling sensitive and confidential information, i.e. patient /staffing information, or service data etc.
- Deliver a client focussed service promoting good customer service and effective working relationships.
- Provide a clerical and word processing service associated with correspondence, reports, and other similar documentation as directed by the Manager.
- Provide clerical and administrative support during colleagues’ absences due to annual leave and sickness.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services – we have a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values – Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe’s most spectacular scenery,with all the benefits of a thriving and cosmopolitan city – look no further.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Detailed job description and main responsibilities
Communication
- Ensure effective communication and good working relationships with a wide range of staff at all levels of the organisation, including the Executive Directors, Senior Managers, officers and external partners/stakeholders, to ensure that processes and systems are in place for all areas of responsibility.
- Provide reception duties, including receiving and greeting visitors in a courteous and professional manner and directing visitors as required.
- Build and maintain strong influential relationships with internal and external stakeholders.
- Utilise excellent communication when liaising directly with external organisations, i.e. Health Boards, Local Authorities, educational providers, Welsh Government, staff, or patients etc. to obtain or process requests for information and develop/maintain working relationships.
- Ensure good customer service by providing a professional and effective service by dealing with queries from service users and staff on the telephone. Take accurate messages and ensure these are passed onto the appropriate person. To seek support, as required, when dealing with difficult situations or queries beyond own scope of knowledge.
- Act with tact and diplomacy and discretion when subject nature is sensitive or contentious. Taking action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.
- Screening all incoming calls and manage barriers to communication, remaining courteous, polite, and calm when dealing with aggression from members of the public, e.g. in relation to a complaint.
Planning and Design
- Arrange meetings or appointments, typing/distributing minutes as directed by the Manager.
- Manage appointment for patients/staff or schedule meeting room bookings and use of IT/VC equipment in the meeting rooms, including uploading of presentations, etc. as required.
- Maintain and improve own knowledge, learning and ability to excel in the role setting an example for others.
- At all times the post holder will act in a professional, respectful, compassionate, and confidential way.
- Take every reasonable opportunity to maintain and improve professional knowledge. Prepare for and take an active part in the PADR process in accordance with the organisation policy. In partnership with reviewer, identify opportunities to develop own competence/own skills in order to achieve objectives.
- Assist in maintaining own and others safety and security and ensure they are up to date with statutory and mandatory training.
Finance and Budget
- Responsible for monitoring and maintenance of office equipment within department, ensuring it remains in working order. Following policy and processes maintain and order stock as directed using the health boards system and maintain logs/records of equipment within the department, stationery ordering and.
Improvement, Monitoring, Policy/Service Development
- Solve delegated problems logically and make decisions appropriate to the level of the post.
- Ensure that the reception and waiting areas are welcoming, tidy, and well presented at all times and that notice boards are kept up to date.
- Make change in own practice and constructively undertake a role in improving the service as agreed, offering suggestions for improving services.
- Work using initiative and be able to make decisions about the handling of sensitive matters. Use sound judgement to seek advice or alert the Manager to issues.
- Maintain up to date knowledge of new and ongoing NHS initiatives or service developments in area of work. Maintain a good understanding of policy issues and be aware of current developments in and across area of responsibility.
- Ensure own workload is managed effectively to deliver against business priorities in a timely manner.
- Providing timely and accurate work. Respond positively to change in the working environment and to deal effectively with work pressures when they arise. Support others effectively during times of change and work with others to overcome problems if they arise.
- Ensure, as far as is reasonably practicable, that correct procedures are followed for staff, visitors and when applicable, contractors accessing the building including routinely maintaining the visitors book and staff sign in sheets.
Digital and Information
- Maintain records both manually and on computerised systems handling sensitive and confidential information, i.e. staff/patient information or service data Providing and receiving routine information orally, in writing or electronically to inform work.
- Work competently with the organisations IT systems and keeping up to date with the latest software and technological developments.
- Ensuring there are robust systems and processes in place for handling administration and support work and implementing and maintain effective office systems making maximum use of technology.
Research Development. Evaluation & Audit
- Assist with audits as requested
Person specification
Qualifications & Knowledge
- 5 GCSEs or equivalent, Grade C or above.
- Level 2 or equivalent demonstrable experience/knowledge in Business Administration or similar
- Proof of appropriate CPD.
- ECDL or equivalent experience and or qualifications.
- Experience of working in an administrative/office environment.
Essential Aptitude and abilities
- Can demonstrate SBU values: Excellent verbal and written communication skills.
- Ability to work to meet deadlines.
- Ability to prioritise.
- Ability to use Microsoft Office e.g. word/excel and virtual platforms e.g. Teams etc
- Welsh Speaker (Level 1)
Other
- Ability to travel within geographical area to meet the business needs.
- Able to work hours flexibly.
- Good organisational skills
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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