About this role
Job summary
To support a comprehensive efficient and effective administrative and receptionist service within the Facilities team at the Welsh Blood Service. The postholder will provide a professional, friendly and customer focused receptionist service, welcoming and receiving visitors and contractors and dealing with enquires.
Welsh language Skills need to be learnt when appointed to the post in the postholder is not able to speak Welsh on appointment.
This postholder will be required to work flexibly over five days between the hours of 8:00am - 17:30pm to ensure adequate cover is provided.
This post is fixed term/secondment for 12 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. PLEASE NOTE Applicants will need to get permission from their line manager before submitting their interest, a release form to be included with your application form can be downloaded here. (This form is for the staff member and line manager to complete and return to you)
Main duties of the job
Provide cover and support a comprehensive efficient and effective administrative and receptionist service for the Facilities team within Welsh Blood.
Provide and receive routine information to/from colleagues, donors and contractors through means of verbal and written communication.
First point of contact for any issues and problems that arise for non complex queries, obtaining facts and escalating to manager when appropriate.
Planning routine maintenance requests with internal and external staff/contractors. Planning own workload and daily tasks.
Will follow policies set out by the organisation, may be required to assist with reviewing policies within own area of work.
Will be required to monitor office stock items and order/request replacement items as and when necessary.
Monitoring CCTV and critical alarms systems.
Undertake full administrative support as necessary dealing with mail, telephone, personal and e-mail queries in an efficient, courteous, professional and timely manner. Will be responsible for inputting data entry onto appropriate system used within the department.
Will demonstrate own daily working activities to new starters or less experienced staff within own area, such as use of data/reception systems, office equipment and stock monitoring.
About us
Here atVelindre University NHS Trustwe are extremely proud of the specialist services we provide across the whole of Wales in ourcutting-edgeVelindre Cancer Centre and our award-winningWelsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host theNHS Wales Shared Services PartnershipandHealth Technology Walesand have developed strong partnership working with these expert services.
Formed in 1999, the Trust has a dedicated workforce that continuously strives to provide the key principles of prudent healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Job description Job 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.
In line with the Welsh language Standards, the Trust is charged with providing a bilingual Service to patients and donors.
Reception staff are required to have a competent level of the Welsh language to ensure bilingual communication can happen seamlessly.
Posts dedicated to greeting patients or donors, either face to face, or on the telephone are required to have at least a level 3 of Welsh language competency.
These posts will be advertised as Welsh Essential or Willing to learn (specified timescales given) from April 2024 onwards.
Level 3 Welsh is identified as:
Level 3 I Can:
Understand much of what is said in an office, meeting, etc.
Keep up a simple conversation on a work related topic, but may need to revert to English to discuss/report on complex or technical information
Answer predictable or factual questions
Take and pass on most messages that are like to require attention
Offer advice on simple job-related matters I Can:
Read and understand factual, routine information and the gist of job-related routine and non-routine correspondence, factual literature, etc. When standard language is used. I Can:
Write a detailed/descriptive letter relating to my own job area, but will need to have it checked by a Welsh speaker
Make reasonably accurate notes while someone is talking
Person Specification
Qualifications and/or Knowledge Essential
Good standard of education 3 GCSE's (including Maths and English) OR Equivalent level of experience
Desirable
Working knowledge of Quality systems and procedures.
Experience Essential
Previous Reception experience Maintaining electronic and paper record keeping systems Data system entry Understanding of confidentiality
Desirable
Minute taking
Other Desirable
Ability to speak welsh
Skillls and Attributes Essential
Ability to work to deadlines Ability to work on own initiative Excellent communication skills. Excellent organisational skills. Excellent interpersonal skills
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Welsh Blood Service
Address Welsh Blood Service
Ely Valley Road
Talbot Green
CF72 9WB
United Kingdom
Employer's website https://www.welsh-blood.org.uk/ (Opens in a new tab)