Nursing Administration/ Personal Secretary

Aneurin Bevan University Health Board

The closing date is 06 May 2025

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Job summary

An exciting opportunity has arisen for an enthusiastic and experienced individual to provide administrative and personal assistance to the Senior Nurse within the Newport Community wards.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Main duties of the job

To provide a range of administrative, clerical and secretarial support to the Senior Nurses for Community Hospitals (Newport) along with administration support for the nursing teams.

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 speciality 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. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Date posted

22 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

040-AC088-0425

Job locations

Royal Gwent Hospital

Newport

NP20 2UB


Job description

Job responsibilities

PRINCIPLE DUTIES:

To manage the day to day running of the office.

Processing mail into and out of office.

Maintain an effective filing system.

To collate and prepare information and statistics, as and when required.

Maintain personal files Ward/Department Managers.

To organise audit of personal files and NMC registration; also monitor compliance of NMC Registration.

Photocopy and distribute documentation to all Wards.

Schedule Ward/Department Manager meetings and 1-1 sessions for Senior Nurse.

Arrange meetings, draw up agendas, prepare necessary paperwork and take minutes.

Support the organisation of training sessions e.g. set up venues/allocate places on sessions.

Maintain a bring forward and follow up system for requests for information to meet deadlines.

Screen mail and attend to routine matters and inform the Senior Nurse of action taken.

Word processing, including answering routine letters.

A good working knowledge of all Microsoft packages.

To maintain the Senior Nurse diaries.

To receive, record and action staff absence, arranging sickness interviews as per ABUHB Policies.

Collate time sheets and recording.

Support all staff with all day-to-day issues/problems to ensure smooth running of the service.

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

PRINCIPLE DUTIES:

To manage the day to day running of the office.

Processing mail into and out of office.

Maintain an effective filing system.

To collate and prepare information and statistics, as and when required.

Maintain personal files Ward/Department Managers.

To organise audit of personal files and NMC registration; also monitor compliance of NMC Registration.

Photocopy and distribute documentation to all Wards.

Schedule Ward/Department Manager meetings and 1-1 sessions for Senior Nurse.

Arrange meetings, draw up agendas, prepare necessary paperwork and take minutes.

Support the organisation of training sessions e.g. set up venues/allocate places on sessions.

Maintain a bring forward and follow up system for requests for information to meet deadlines.

Screen mail and attend to routine matters and inform the Senior Nurse of action taken.

Word processing, including answering routine letters.

A good working knowledge of all Microsoft packages.

To maintain the Senior Nurse diaries.

To receive, record and action staff absence, arranging sickness interviews as per ABUHB Policies.

Collate time sheets and recording.

Support all staff with all day-to-day issues/problems to ensure smooth running of the service.

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 & Experience

Essential

  • RSA II or equivalent
  • Educated to GCSE level
  • Administrative and/or secretarial experience, preferably within an NHS or healthcare environment
  • Good secretarial skills
  • Good knowledge of IT and Windows applications

Desirable

  • Recognised qualification in office administration
  • Ability to set up/design databases
  • Confident when working with figures and statistics

Kwoledge

Essential

  • Good knowledge of IT and Windows applications

Desirable

  • Confident when working with figures and statistics
Person Specification

Qualifications & Experience

Essential

  • RSA II or equivalent
  • Educated to GCSE level
  • Administrative and/or secretarial experience, preferably within an NHS or healthcare environment
  • Good secretarial skills
  • Good knowledge of IT and Windows applications

Desirable

  • Recognised qualification in office administration
  • Ability to set up/design databases
  • Confident when working with figures and statistics

Kwoledge

Essential

  • Good knowledge of IT and Windows applications

Desirable

  • Confident when working with figures and statistics

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).

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.

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

Aneurin Bevan University Health Board

Address

Royal Gwent Hospital

Newport

NP20 2UB


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Aneurin Bevan University Health Board

Address

Royal Gwent Hospital

Newport

NP20 2UB


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

For questions about the job, contact:

Senior Nurse

Rachel Lee

Rachel.Lee@wales.nhs.uk

01633238784

Date posted

22 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

040-AC088-0425

Job locations

Royal Gwent Hospital

Newport

NP20 2UB


Supporting documents

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