Job summary
Are you a well organised, reliable person who likes to work in a fast-paced team? Do you have excellent communication skills? Do you enjoy working with a wide range of people on new and exciting projects? If so, this might be the role for you!
An exciting opportunity has arisen to join the Medical Directorate team, as Project Administrator / Project Support Officer.
The main purpose of this post is to support the project management and delivery of strategic projects within the Medical Directorate.
Reporting to the Directorate Support & Revalidation Manager and the Associate Medical Directors, the post holder will support the planning and delivery of a number of key projects, in addition to providing administrative support to the Medical Directorate Senior Team, within their areas of responsibility.
If you are an enthusiastic individual with experience of supporting the delivery and planning of projects then we would love to hear from you.
Main duties of the job
The post holder will be responsible for two main aspects, to support key directorate projects and provide administrative support to the Medical Directorate Senior Team.
The main duties of the job are:
Providing comprehensive project support to the Medical Directorate organising their day-to-day workload and the work of the department.
Providing support to the Associate Medical Directors, and the directorate team in developing the projects and delivery plans that form part of the Directorate's business
Support development and delivery of robust project arrangements to ensure issues raised in project / programme groups meetings are actioned and / or fed back to the Directorate team for action.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 (four 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
The post holder will undertake a range of duties including the following:
Organising meeting, workshops & events and taking minutes of meetings.
Maintaining electronic document repositories, project documents and governance trails of evidence
Undertaking data collation, analysis and interpretation
Preparing agendas, collating papers and distributing documents for meetings to attendees
Preparation of reports, presentations, letters and other documents to a very high standard
Diary management and meeting arrangements for members of the directorate office
Answering the telephone and taking and passing on messages
Managing electronic and hard copy filing and bring-forward systems
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 15/04/2024.
Job description
Job responsibilities
The post holder will undertake a range of duties including the following:
Organising meeting, workshops & events and taking minutes of meetings.
Maintaining electronic document repositories, project documents and governance trails of evidence
Undertaking data collation, analysis and interpretation
Preparing agendas, collating papers and distributing documents for meetings to attendees
Preparation of reports, presentations, letters and other documents to a very high standard
Diary management and meeting arrangements for members of the directorate office
Answering the telephone and taking and passing on messages
Managing electronic and hard copy filing and bring-forward systems
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 15/04/2024.
Person Specification
Qualifications & Knowledge
Essential
- Level III or equivalent demonstrable experience of typing and word processing
- Experience of working in an administrative / office environment
- Excellent knowledge and skills in Excel, PowerPoint and Word
- Knowledge of Project management processes and healthcare planning terminology.
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up spreadsheets, databases
- Previous experience of handling challenging calls from members of the public.
Language Skills
Desirable
Person Specification
Qualifications & Knowledge
Essential
- Level III or equivalent demonstrable experience of typing and word processing
- Experience of working in an administrative / office environment
- Excellent knowledge and skills in Excel, PowerPoint and Word
- Knowledge of Project management processes and healthcare planning terminology.
Experience
Essential
- Experience of working in a busy complex environment
- Experience of using Microsoft Office packages [Excel, Word, PowerPoint, Access, desktop publishing and e-mail]
- Experience of setting up spreadsheets, databases
- Previous experience of handling challenging calls from members of the public.
Language Skills
Desirable
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
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).
