Job summary
Aneurin Bevan University Health Board has an exciting opportunity to join our Facilities team as a Health, Safety & Compliance Administrator based at St Cadoc's Hospital in Newport.
The key role is to provide the Statutory Compliance Team with a full and confidential secretarial service. You will be responsible for undertaking a wide range of administrative duties including: responding to calls, managing diaries, typing, sending and filing letters, minute taking, and creating and maintaining databases. As part of the role you will also arrange and support teaching, training and supervision undertaken by the compliance team.
Main duties of the job
To have an appreciation of prioritising tasks in order of urgency thus facilitating efficient time management and to be able to concentrate to a high level on multi-task processes/problems due to frequent interruptions, i.e. telephone calls, etc.
Organise staff inductions for new facilities and estates staff as and when required by the team. Organise multi-disciplinary meetings, ensuring that all relevant parties (including outside agencies) are informed of the time, date and venue and to receive relevant papers in a timely manner beforehand.
Service and attend meetings as required, circulating agendas papers and minutes prior to the meeting and producing all relevant paperwork and files required on the day and ordering external training courses and office equipment on the preferred system.
About us
Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit 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 & Knowledge
Essential
- Education to GCSE A-C grade or equivalent to include English Language
- Educated to vocational level 3 or have the equivalent level of knowledge, skills and experience
- Plus specialist knowledge of Compliance terminology and the ability to problem solve
- RSA/ECDL computer qualification
Desirable
- Specialist knowledge of compliance/legal terms and the ability to problem solve
Experience
Essential
- Previous experience in a Secretarial/Personal Assistant position
- Previous experience in a fast paced multitasking role and meeting tight deadlines
- Experience of providing secretarial/administrative support to multiple colleagues simultaneously
Desirable
- NHS experience and experience of working as a Administrative support
Skills & Attributes
Essential
- Computer literacy, with experience of using Microsoft office software/typing skills/audio typing
- Working knowledge of database programs/ inputting data/ staff management systems
- Ability to communicate well with all levels of staff and members of the public
- Ability to communicate effectively both verbally and in written form
- Ability to organise and prioritise tasks
- Ability to meet deadlines and work under pressure
- Ability and experience of working independently without supervision and as part of a team
- Ability to manage and organise staff
- Ability and experience to use a range of IT systems effectively
- Note/Minute taking skills
- Demonstrate excellent time management skills
Desirable
- Ability to learn Speciality terminology
- Working knowledge of Oracle and ESR
- Working knowledge of digital recording system for audio typing
Other
Essential
- Flexible approach to work
- Ability to use own initiative and organise workload
- Able to process information that may be of a distressing nature (e.g. incidents, personal injures)
Desirable
- Welsh Speaker (Level 1) or willingness to work towards
Person Specification
Qualifications & Knowledge
Essential
- Education to GCSE A-C grade or equivalent to include English Language
- Educated to vocational level 3 or have the equivalent level of knowledge, skills and experience
- Plus specialist knowledge of Compliance terminology and the ability to problem solve
- RSA/ECDL computer qualification
Desirable
- Specialist knowledge of compliance/legal terms and the ability to problem solve
Experience
Essential
- Previous experience in a Secretarial/Personal Assistant position
- Previous experience in a fast paced multitasking role and meeting tight deadlines
- Experience of providing secretarial/administrative support to multiple colleagues simultaneously
Desirable
- NHS experience and experience of working as a Administrative support
Skills & Attributes
Essential
- Computer literacy, with experience of using Microsoft office software/typing skills/audio typing
- Working knowledge of database programs/ inputting data/ staff management systems
- Ability to communicate well with all levels of staff and members of the public
- Ability to communicate effectively both verbally and in written form
- Ability to organise and prioritise tasks
- Ability to meet deadlines and work under pressure
- Ability and experience of working independently without supervision and as part of a team
- Ability to manage and organise staff
- Ability and experience to use a range of IT systems effectively
- Note/Minute taking skills
- Demonstrate excellent time management skills
Desirable
- Ability to learn Speciality terminology
- Working knowledge of Oracle and ESR
- Working knowledge of digital recording system for audio typing
Other
Essential
- Flexible approach to work
- Ability to use own initiative and organise workload
- Able to process information that may be of a distressing nature (e.g. incidents, personal injures)
Desirable
- Welsh Speaker (Level 1) or willingness to work towards
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).
