Job summary
We are looking for an organised, motivated and reliable individual to join our busy and friendly Estates admin team. The post holder will be instrumental in organising meetings, taking and producing minutes, and preparing and formatting documentation. The post holder will need to work flexibly to support the smooth running of the Estates Department. The successful candidate will be able to demonstrate strong administrative and clerical skills including significant experience of administrating meetings.
Main duties of the job
The role supports a large number of Estates meetings and groups including drafting of agendas and minute taking.
The post holder will provide support for tracking compliance (using Excel and Word).
Other duties include:
Monitoring of team outlook inboxes
Supporting in the organisation of events (e.g. internal staff development days, external contractor events)
Processing of orders and invoices on Oracle
Filing personnel documents
Tracking Policies and Terms of Refence for approval
Dealing with daily visitors e.g. Contractors into the Estates offices
Arranging staff training (procuring and booking)
Cover for Estates Helpdesk support (logging and prioritising daily requests, updating and closing off remedial and maintenance requests).
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.
As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.
To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
This role is based at Bronllys Hospital.
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 and/or Knowledge
Essential
- GCSE English and Mathematics
- Typing/word processing qualification level 3 or equivalent experience
Desirable
- European Computer Driving License
Experience
Essential
- Experience of using Microsoft packages
- Experience of developing relationships with external agencies and organisations
Desirable
- Experience of administrative work, including arranging meetings, handling telephone enquiries, receiving visitors in a friendly and efficient manner and establishing and maintaining office systems both electronic and manual.
- Knowledge of Oracle system
Aptitude and Abilities
Essential
- Abilities Excellent verbal and written communication skills
- Ability to identify, prioritise and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
- Ability to take accurate minutes Ability to collate and undertake a basic analysis of data
- Ability to prepare information for meetings and seminars
- Ability to communicate clearly and succinctly, both orally and written
Desirable
- An understanding of the Data Protection Act particularly in relation to confidentiality
- Welsh Speaker
Values
Essential
- Communicate and build effective working relationships with colleagues at all levels both internally and externally
Other
Essential
- Able to work hours flexibly
Person Specification
Qualifications and/or Knowledge
Essential
- GCSE English and Mathematics
- Typing/word processing qualification level 3 or equivalent experience
Desirable
- European Computer Driving License
Experience
Essential
- Experience of using Microsoft packages
- Experience of developing relationships with external agencies and organisations
Desirable
- Experience of administrative work, including arranging meetings, handling telephone enquiries, receiving visitors in a friendly and efficient manner and establishing and maintaining office systems both electronic and manual.
- Knowledge of Oracle system
Aptitude and Abilities
Essential
- Abilities Excellent verbal and written communication skills
- Ability to identify, prioritise and work to short deadlines
- Able to work without supervision to achieve the objectives of the post
- Ability to design and layout reports, forms and other documents to a high quality and appropriate format
- Ability to take accurate minutes Ability to collate and undertake a basic analysis of data
- Ability to prepare information for meetings and seminars
- Ability to communicate clearly and succinctly, both orally and written
Desirable
- An understanding of the Data Protection Act particularly in relation to confidentiality
- Welsh Speaker
Values
Essential
- Communicate and build effective working relationships with colleagues at all levels both internally and externally
Other
Essential
- Able to work hours flexibly
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).
