Part Time Support Officer

Part Time Support Officer
Llanharan
Temporary position – week by week
Part time- 25 hours per week
£26,000 per year

Assisting the National team in the management and development of the programme across Wales, through the provision of dedicated administrative support.

JOB PURPOSE
The post holder will assist the team in the ongoing development of the Programme. S/he will be responsible for providing dedicated administrative and clerical support to the team, including liaison with local coordinators and managers, preparation of letters, reports and records, maintaining databases and filing, making appointments and diary management.

DUTIES AND RESPONSIBILITIES

1. Communications & Relationships
1.1 Provide secretarial and administrative support for the members of the team
1.2 Provide the main point of contact for enquiries for communications and respond to enquiries from members of the public, NHS and Third Sector staff, the Welsh Assembly Government and other interests.
1.3 Distribute information as required and positively promote the programme at every opportunity
1.4 Develop excellent working relationships with key stakeholders and those with related interests
1.5 Provide administrative support for meetings and events, preparing and distributing papers and materials
1.6 Accurately prepare and distribute notes of meetings
1.7 Maintain programme-specific databases and documentation
1.8 Provide feedback to the members of the team on key issues that require their knowledge or action

2. Analytical & Judgemental Skills
2.1 Resolve day-to-day problems independently within agreed parameters set by the members of the team
2.2 Prepare briefings and other information as required for reports, submissions and correspondence
2.3 Manage the diaries of the team
2.4 Open and process emails on a daily basis, dealing with each one appropriately within the level of knowledge and authority of the post

3. Planning & Organisational Skills
3.1 Assist the team in the planning and delivery of the work plan.
3.2 Assist with the planning, organisation, evaluation and monitoring of national training programmes, Volunteer Tutors, and allocation of places for participants
3.3 Organise events as required, and in conjunction with the Programme Support team arrange appropriate accommodation and refreshments, ensuring compliance with procurement policies
3.4 Manage own work to meet the agreed objectives to support the development of the programme.
3.5 Assist in the maintenance of databases for tutor contacts
3.6 Develop and maintain efficient and effective office systems

4. Policy & Service Development Implementation
5.1 Assist in developing, promoting, implementing and monitoring the training and quality framework
5.2 Contribute to the practical production of frameworks, guidelines and protocols for the overall development and implementation and its related programmes in Wales.

5. Resource Management
6.1 Order supplies required for the programme, ensuring compliance with procurement standards
6.2 Provide information for the Self Care Programme Manager/Assistant Manager relating to the cost of courses and goods and services.
6.3 Manage stock

6. Freedom to Act
8.1 Provide information to NHS, Social Care, the third sector and the public
8.2 Use own initiative on a day-to-day basis to determine priorities for action and information to convey to the members of the team

7. Knowledge, Training & Experience Requirements
9.1 A working knowledge of the NHS, social care and the Third Sector in Wales
9.2 Enhanced computer skills including spreadsheets, Outlook, databases and desk-top publishing
9.3 Ability to work independently

8. Physical, Mental & Emotional Requirements and skills
10.1 Occasionally lifting and manoeuvring bulky items and equipment

COMPETENCE
You are responsible for limiting your actions to those which you feel competent to undertake. If you have any doubts about your competence during the course of your duties you should immediately speak to your line manager / supervisor.

RISK MANAGEMENT
It is a standard element of the role and responsibility of all staff of the Abertawe Bro Morgannwg LHB that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.

RECORDS MANAGEMENT
As an employee, you are legally responsible for all records that you gather, create or use as part of your work within the Organisation (including patient health, financial, personal and administrative), whether paper based or on computer. All such records are considered public records, and you have a legal duty of confidence to service users (even after an employee has left. You should consult your manager if you have any doubt as to the correct management of records with which you work.

HEALTH AND SAFETY REQUIREMENTS
All employees have a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Employees are required to co-operate with management to enable us to meet its own legal duties and to report any hazardous situations or defective equipment.

FLEXIBILITY STATEMENT
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.

CONFIDENTIALITY
All employees are required to maintain the confidentiality of members of the public and members of staff in accordance with policies.