Job summary
The Children, Young People and Family Health Services Directorate, have an exciting opportunity for motivated and enthusiastic individual to join us to support secretarial and administrative services within the allocated Care Group of the Children, Young People and Families Health Service Directorate.
The successful applicants should have a proactive and friendly attitude and be able to demonstrate excellent administrative / secretarial experience and be able to meet the main duties of the role. In addition, excellent customer service skills and experience are essential for this role.
It's important that you are an exceptional communicator with experience of working in a busy environment and interactions with the public. Applicants will be expected to be organised and efficient and have the ability to prioritise requests and to deal with conflicting demands. A high level of attention to detail supported by relevant ICT skills is essential and proven skills and experience of providing previous administrative / secretarial support to large teams.
If this sounds like you and you want to join us in delivery high quality services to children and young people, then please submit your application, we look forward to hearing from you.
Main duties of the job
The Team Secretary will provide a comprehensive, confidential and quality secretarial and administrative service to the identified team within the allocated Care Group of the Children, Young People and Families Health Services Directorate.
The post holder will take line management responsibility for designated staff and provide administrative, clerical and secretarial support which will include word-processing, managing mail, use of databases and Microsoft office applications, answering telephone calls, appointment booking/clinic co-ordination, liaising with families and clinicians, managing generic inboxes and general administrative duties such as photocopying and filing.
The post holder will also be required to assist with the timely co-ordination of legal requests received within the directorate.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.
Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.
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.
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.
Person Specification
Qualifications
Essential
- Educated to GCSE level
- NVQ 3 or equivalent qualification and/or experience
Experience
Essential
- Previous secretarial / office experience
- Experience of working within a patient focused environment
- Experience of working within a team
- Experience in working with the public
- Use of IT, including Microsoft Word & Excel
Desirable
- Previous NHS experience
- Knowledge of patient record systems e.g. PARIS
Skills
Essential
- Good communication skills both written and verbal
- Good interpersonal skills
- Good organisational skills
- Able to use own initiative
- Understanding and awareness of confidentiality
- Accurate and efficient typist
- Ability to prioritise work
- Time management
- Knowledge of IT software and applications including the Microsoft Office Suite.
Special Knowledge
Essential
- Information Governance and knowledge of NHS data definitions and terminology.
- GDPR 2018
Desirable
- Knowledge of strategic direction of Cardiff and Vale UHB
Personal Qualities
Essential
- Patient, friendly and courteous
- Flexible and adaptable approach to the service
- Confident and assertive
- Resilient
- Able to work under pressure
- Ability to work in a team and on own initiative
- Methodical and reliable
Desirable
Other
Essential
- Be able to travel to other sites across the UHB on occasion
- Ability to travel between sites in a timely manner.
Person Specification
Qualifications
Essential
- Educated to GCSE level
- NVQ 3 or equivalent qualification and/or experience
Experience
Essential
- Previous secretarial / office experience
- Experience of working within a patient focused environment
- Experience of working within a team
- Experience in working with the public
- Use of IT, including Microsoft Word & Excel
Desirable
- Previous NHS experience
- Knowledge of patient record systems e.g. PARIS
Skills
Essential
- Good communication skills both written and verbal
- Good interpersonal skills
- Good organisational skills
- Able to use own initiative
- Understanding and awareness of confidentiality
- Accurate and efficient typist
- Ability to prioritise work
- Time management
- Knowledge of IT software and applications including the Microsoft Office Suite.
Special Knowledge
Essential
- Information Governance and knowledge of NHS data definitions and terminology.
- GDPR 2018
Desirable
- Knowledge of strategic direction of Cardiff and Vale UHB
Personal Qualities
Essential
- Patient, friendly and courteous
- Flexible and adaptable approach to the service
- Confident and assertive
- Resilient
- Able to work under pressure
- Ability to work in a team and on own initiative
- Methodical and reliable
Desirable
Other
Essential
- Be able to travel to other sites across the UHB on occasion
- Ability to travel between sites in a timely manner.
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.
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).
Additional information
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.
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
Cardiff and Vale University Health Board
Address
St David's Children Centre, St David's Hospital
Cowbridge Road East
Cardiff
CF11 9XB
Employer's website
https://cavuhb.nhs.wales/ (Opens in a new tab)
