Job summary
The post holder will provide support to the Deputy Director of Operations across the full range of their responsibilities, acting as the main channel for communication between the Deputy Director of Operations and their direct reports, the Director of Operations/Deputy CEO and their senior operations team, Deputy Director of Operations and colleagues across the Health Board. In addition, liaise with senior colleagues in other NHS organisations, Welsh Government colleagues and Trade Union officials as necessary.
Communicate effectively and establishes good working relations with a wide range of staff and groups including: Executive directors, Senior Managers, Senior Clinicians, Trade Union Officials, Legal advisors/lawyers, External authorities and organisations including Welsh Government and the Media.
Working on a daily basis in a work environment where information is of a highly confidential and sensitive nature.
Main duties of the job
Provide high quality written communications as part of day to day duties. Co-ordinate or provide drafts for reply to correspondence including emails, ensuring that replies are provided within agreed timescales.
Responsible for requisitioning goods and services for the Deputy Director of Operations' office, including the raising of requisitions and selecting an applying the appropriate cost centre and subjective codes.
On behalf of the Deputy Director of Operations maintain up to date records applicable to staff PADR, organizational structures, absence returns, annual leave, sickness records and monthly attendance sheets, ensuring that returns are made to payroll as required on a regular basis.
Maintain an up to date knowledge of new and ongoing NHS initiatives affecting the Health Board and provide the Deputy Director of Operations with any documents as soon as they are available.
Ensure that own workload is managed effectively and autonomously to deliver against service and business priorities in a timely manner whilst retaining the wherewithal to revise plans in light of new priorities and hence demonstrate flexibility in thinking, openness of mind andpreparedness for change.
Be able to maintain a good understanding of policy issues and be aware of current developments in and across the Heath Board's area of responsibility.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (five of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 01/08/23
Job description
Job responsibilities
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 01/08/23
Person Specification
Qualifications and Knowledge
Essential
- RSA III or equivalent demonstrable experience of typing
- Experience of a full range of procedures working in an administrative/office environment
- Knowledge of Healthcare Terminology
- Shorthand
- The post holder must acquire a high degree of knowledge and have the ability to deal with issues concerning the Deputy Director of Operations' priorities to enable them to operate effectively at this level
Desirable
- Educated to advanced level or equivalent
Experience
Essential
- Prioritization of work streams and delivery to challenging deadlines
- Effective and efficient electronic diary management
- Handling various telephone enquiries
- Organising and supporting various meetings and events
- Audio and copy typing, taking and transcribing dictation, producing clear and accurate documents
- Receiving visitors in a friendly and efficient manner
- Taking and producing accurate minutes
- Interpreting and collation of data into a standard format
- Searching, identifying and downloading appropriate information from the internet
- Retrieving information from available sources
- Managing/maintaining a file system both electronic and hard files
- Managing and developing office systems
- Experience of arranging meetings at various locations
Desirable
- Experience of working as a Personal Assistant to a Senior Manager is preferable although not essential.
- Experience of working within the NHS or other public sector
Person Specification
Qualifications and Knowledge
Essential
- RSA III or equivalent demonstrable experience of typing
- Experience of a full range of procedures working in an administrative/office environment
- Knowledge of Healthcare Terminology
- Shorthand
- The post holder must acquire a high degree of knowledge and have the ability to deal with issues concerning the Deputy Director of Operations' priorities to enable them to operate effectively at this level
Desirable
- Educated to advanced level or equivalent
Experience
Essential
- Prioritization of work streams and delivery to challenging deadlines
- Effective and efficient electronic diary management
- Handling various telephone enquiries
- Organising and supporting various meetings and events
- Audio and copy typing, taking and transcribing dictation, producing clear and accurate documents
- Receiving visitors in a friendly and efficient manner
- Taking and producing accurate minutes
- Interpreting and collation of data into a standard format
- Searching, identifying and downloading appropriate information from the internet
- Retrieving information from available sources
- Managing/maintaining a file system both electronic and hard files
- Managing and developing office systems
- Experience of arranging meetings at various locations
Desirable
- Experience of working as a Personal Assistant to a Senior Manager is preferable although not essential.
- Experience of working within the NHS or other public sector
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).
