Job summary
PLEASE NOTE THIS VACANCY IS WITHIN NHS WALES DELIVERY UNIT AND NOT SWANSEA BAY ULHB
To provide a comprehensive senior administrative Executive Assistant service to the National Director of the Planned Care Improvement & Recovery (PCIR). This will include providing a wide and varied range of administrative and secretarial duties, management of information systems, research and preparation of documentation to support the effective planning and prioritisation of the workload. This will require the post holder to exercise a high level of autonomy in managing the totality of the workload in line with the priorities of both the PCIR and Welsh Government.
Main duties of the job
To provide comprehensive, specialist administrative support to the PCIR function. This will include providing a wide and varied range of administrative and secretarial duties to all members of the PCIR team, ensuring that work is effectively prioritised in accordance with the work priorities of the PCIR and Welsh Government (WG). This will require the post holder to exercise a high level of autonomy in managing the totality of the workload.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
A Healthier Wales; Our Plan for Health and Social Care by Welsh Government sets out a long term future vision of a 'whole system approach to health and social care'. It is an exciting time to be a leader in NHS Wales, helping shape the transformation required at pace and with purpose.
The NHS Wales Delivery Unit (DU) provides professional support to Welsh Government to monitor and manage performance delivery across NHS Wales. The unit is required to respond at pace where organisations are demonstrating quality, safety and/or performance deterioration.
A key role is assurance to the Welsh Government's Health & Social Services Group on the robust delivery of in-year performance and delivery of Integrated Medium Term Plans by NHS Wales's organisations.
The DU also works collaboratively with other national agencies to support improvement in service delivery, around the national priorities identified by Welsh Government.
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
Essential
- Minimum RSA III typing/work processing or equivalent qualification/experience
- Degree - or equivalent level of knowledge, training and experience
Desirable
- Evidence of continued professional development
- IT Qualification
- To hold or be working towards a first Degree
- Project Management Qualification (e.g. PRINCE2 or MSP or equivalent
Knowledge
Essential
- Demonstrable expertise in relation to the full range of administrative and organisational policies and procedures
- Knowledge of business case procedures, and the use of relevant
- Understanding of corporate Governance procedures as they relate to an NHS business environment
- Understanding of Confidentiality and relevant legislation, specifically the Data Protection Act including the General Data Protection Regulation (GDPR) and the Freedom of Information Act.
- Understanding of Governance principles and their application within an NHS setting.
- Understanding of HR processes and relevant legislation including recruitment and the management of sickness absence.
Desirable
- Knowledge of the role of NHS Wales
- Knowledge of the role and function of the PCIR as it relates to Welsh Government and its host organisation.
- Knowledge of Health & Safety legislation.
- Understanding of estates and maintenance issues in an office setting.
Experience
Essential
- Experience of developing and implementing business policies and procedures in an NHS setting.
- Substantial experience of working in a busy office environment.
- Experience in a range of financial areas including reconciliation and balances, VAT payments and dePCIRctions, budget monitoring and payroll - delivered within the appropriate timescales.
- Excellent organisational interpersonal skills with significant administrative/secretarial experience. Able to demonstrate a high level of competence in all aspects of the role as outlined in the job description.
- Experience of dealing with matters of a highly sensitive nature.
- Experience of the implementation of HR policies and procedures within an NHS setting.
- Demonstrable experience in dealing with the public, senior colleagues and dealing with sensitive and highly confidential information
- Experience in the development and implementation of administrative policies and procedures.
- Experience of administering and coordinating activities to plan for substantial projects involving a range of stakeholders.
Desirable
- Experience of managing projects
Skills
Essential
- Ability to work autonomously, without direct supervision, prioritizing own work and acting on own initiative within own competencies and the remit of the role.
- Ability to plan and organise a range of diverse activities, including meetings, events and conferences
- Advanced level of competence in IT systems and software programmes - specifically Microsoft Outlook, Word, Excel, PowerPoint, Access and MS Project.
- Excellent, fast and accurate typing skills.
- Minute taking
- Ability to work at pace, meet deadlines and manage time effectively, with the appropriate level of prioritisation
- Clear communicator with excellent writing, data entry and presentation skills; capable of constructing and delivering clear information to staff and service users.
- Understanding of budget management and analysis.
Desirable
Personal Attributes
Essential
- Highly motivated and reliable, able to work autonomously
- Ability to make decisions independently and to respond to unpredictably work demands.
- Positive attitude to dealing with change.
- Sensitive to the needs of others and able to work as part of a team.
- Possesses tack and diplomacy in dealing with people and issues of a sensitive nature.
- Positive, confident approach to work.
Desirable
Person Specification
Qualifications
Essential
- Minimum RSA III typing/work processing or equivalent qualification/experience
- Degree - or equivalent level of knowledge, training and experience
Desirable
- Evidence of continued professional development
- IT Qualification
- To hold or be working towards a first Degree
- Project Management Qualification (e.g. PRINCE2 or MSP or equivalent
Knowledge
Essential
- Demonstrable expertise in relation to the full range of administrative and organisational policies and procedures
- Knowledge of business case procedures, and the use of relevant
- Understanding of corporate Governance procedures as they relate to an NHS business environment
- Understanding of Confidentiality and relevant legislation, specifically the Data Protection Act including the General Data Protection Regulation (GDPR) and the Freedom of Information Act.
- Understanding of Governance principles and their application within an NHS setting.
- Understanding of HR processes and relevant legislation including recruitment and the management of sickness absence.
Desirable
- Knowledge of the role of NHS Wales
- Knowledge of the role and function of the PCIR as it relates to Welsh Government and its host organisation.
- Knowledge of Health & Safety legislation.
- Understanding of estates and maintenance issues in an office setting.
Experience
Essential
- Experience of developing and implementing business policies and procedures in an NHS setting.
- Substantial experience of working in a busy office environment.
- Experience in a range of financial areas including reconciliation and balances, VAT payments and dePCIRctions, budget monitoring and payroll - delivered within the appropriate timescales.
- Excellent organisational interpersonal skills with significant administrative/secretarial experience. Able to demonstrate a high level of competence in all aspects of the role as outlined in the job description.
- Experience of dealing with matters of a highly sensitive nature.
- Experience of the implementation of HR policies and procedures within an NHS setting.
- Demonstrable experience in dealing with the public, senior colleagues and dealing with sensitive and highly confidential information
- Experience in the development and implementation of administrative policies and procedures.
- Experience of administering and coordinating activities to plan for substantial projects involving a range of stakeholders.
Desirable
- Experience of managing projects
Skills
Essential
- Ability to work autonomously, without direct supervision, prioritizing own work and acting on own initiative within own competencies and the remit of the role.
- Ability to plan and organise a range of diverse activities, including meetings, events and conferences
- Advanced level of competence in IT systems and software programmes - specifically Microsoft Outlook, Word, Excel, PowerPoint, Access and MS Project.
- Excellent, fast and accurate typing skills.
- Minute taking
- Ability to work at pace, meet deadlines and manage time effectively, with the appropriate level of prioritisation
- Clear communicator with excellent writing, data entry and presentation skills; capable of constructing and delivering clear information to staff and service users.
- Understanding of budget management and analysis.
Desirable
Personal Attributes
Essential
- Highly motivated and reliable, able to work autonomously
- Ability to make decisions independently and to respond to unpredictably work demands.
- Positive attitude to dealing with change.
- Sensitive to the needs of others and able to work as part of a team.
- Possesses tack and diplomacy in dealing with people and issues of a sensitive nature.
- Positive, confident approach to work.
Desirable
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).
Employer details
Employer name
Swansea Bay University Health Board
Address
NHS Wales Delivery Unit
2nd Floor, Unit 1 Old Field Road, Bocam Park
Pencoed
CF35 5LJ
Employer's website
https://sbuhb.nhs.wales/ (Opens in a new tab)
