Job summary
THIS POST IS FIXED TERM FOR 9 MONTHS DUE TO FUNDING.
Provide and co-ordinate a comprehensive, confidential and high quality secretarial and administrative service for the Team. Work on own initiative, develop own administrative systems. Manage, and prioritise own workload seeking advice and escalating issues when required. Be the main point of contact for a wide range of staff, external stakeholders and organisations.
Main duties of the job
Responsible for high-level co-ordination between the Services and senior managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders. Responsible for producing agendas and papers, taking formal and informal minutes/action notes and distributing them as appropriate ensuring any actions are followed.
Manage incoming telephone calls and enquires, which may be of a complex and sensitive nature, exercising tact and diplomacy and ensure that appropriate action is taken. Ensuring that all calls are greeted bilingually as appropriate.
Manage and prioritise all incoming and outgoing correspondence (hardcopy and electronically) initiating responses on behalf of the Service where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.
Source and gather information to assist the Team in prioritising their workload effectively to ensure deadlines are met.
Responsible for an effective communication system by creating and maintaining a database of key contacts for the relevant work-streams within the department for liaison with colleagues in other partner and stakeholder organisations, e.g. Health Boards, Welsh Government.
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.
Job description
Job responsibilities
Organise and plan the workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order for the Team to deliver targets and objectives.
Support the co-ordination and preparation of reports including complex reports requiring the collation and formatting of data from different sources.
Ensuring that files and records are stored and retrieved appropriately.
Implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office.
Finance and Budget - Raise requisitions for approval
Make a key contribution to ensure the continued development of the service and maintain a knowledge and understanding of current legislation, policies, procedures, codes of practice and guidelines.
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 on Trac.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
Organise and plan the workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order for the Team to deliver targets and objectives.
Support the co-ordination and preparation of reports including complex reports requiring the collation and formatting of data from different sources.
Ensuring that files and records are stored and retrieved appropriately.
Implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office.
Finance and Budget - Raise requisitions for approval
Make a key contribution to ensure the continued development of the service and maintain a knowledge and understanding of current legislation, policies, procedures, codes of practice and guidelines.
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 on Trac.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 3 or equivalent level of experience together with a high level of numeracy, written and spoken English plus; - Advanced Keyboard Skills (e.g. RSA level III)
- Knowledge of administrative and organisational procedures, acquired through training and relevant experience
Experience
Essential
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence
- Experience of working autonomously
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Working knowledge of filing/data systems including records management
Desirable
- Minute taking and recording
- Supervisory experience
- Audio typing
- Working in an NHS environment
- Detailed working knowledge of WCCIS
- Experience of analysing and interpreting data e.g. WCCIS to identify trends to inform remedial action
Skills and Attributes
Essential
- Demonstrate PTHB Values
- Planning and organisational skills
- Work to deadlines and under pressure
- Work within a team
- Work on own initiative
Desirable
- Welsh Speaker (Level 1)
- Ability to travel within geographical area
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 3 or equivalent level of experience together with a high level of numeracy, written and spoken English plus; - Advanced Keyboard Skills (e.g. RSA level III)
- Knowledge of administrative and organisational procedures, acquired through training and relevant experience
Experience
Essential
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence
- Experience of working autonomously
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Working knowledge of filing/data systems including records management
Desirable
- Minute taking and recording
- Supervisory experience
- Audio typing
- Working in an NHS environment
- Detailed working knowledge of WCCIS
- Experience of analysing and interpreting data e.g. WCCIS to identify trends to inform remedial action
Skills and Attributes
Essential
- Demonstrate PTHB Values
- Planning and organisational skills
- Work to deadlines and under pressure
- Work within a team
- Work on own initiative
Desirable
- Welsh Speaker (Level 1)
- Ability to travel within geographical area
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).
