Job summary
An exciting opportunity has arisen to be part of the Senior Management Team for the Learning Disabilities Division, within the Mental Health and Learning Disabilities Service Group. You will provide comprehensive, efficient, organised and confidential personal administrative support to the Divisional Manager and Senior Management Team.
The post holder will facilitate and support meetings, preparing all relevant paperwork. The production of accurate and well-presented correspondence, reports, minutes and other materials as appropriate.
The post requires maintenance of office diaries including the organising of internal, multi-directorate, multi-partnership meetings, booking of venues and catering arrangements when required.
Attendance at meetings to take minutes and identifying items, which require follow up, or actions and refer to the appropriate person.
Opening incoming mail and maintain a comprehensive filing system.
It is essential that the post holder has excellent keyboard skills and to be conversant with a range of computer packages.
Be the first point of contact for the Service, ensuring a professional andpositive attitude at all times.
Develop and control administrative systems to assist with the management of the workload and responsibilities, providing a wide range of administrative and secretarial support in addition to supporting team working across the service.
Main duties of the job
Duties include but are not limited to:
General administration:Diary management, general office duties, produce correspondence/minutes/reports/notes etc., meeting support and facilitation, administration of HB systems (i.e. ESR, Oracle), administrative support.
Project Work : Effective project planning and support, draft presentations, manage action logs, prepare agendas, collate papers and reports.
Information Resources:Be responsible for establishing, managing and maintaining manual and electronic systems. Support staff in the usage of IT systems.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications
Essential
- Educated to Vocational level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
- Evidence of commitment to ongoing personal development
- GCSE (or equivalent) in Maths and English
Knowledge
Essential
- Knowledge of organisational policies, procedures, IT packages and specialist function to deal with non-routine issues acquired through on the job training, short courses and experience.
Experience
Essential
- Microsoft 365
- Microsoft Office (Word, Excel & Powerpoint)
- Experience of working in a complex organisation providing comprehensive administrative/PA service
- Experience of setting up and using filing/IT systems in a large organisation
- In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management and operational procedures of the Organisation
- Experience of taking comprehensive/quality minutes
Aptitude & Abilities
Essential
- To understand and maintain confidentiality
- Excellent organisational and time management skills
- The ability to judge the importance of information, prioritising and responding appropriately
Desirable
- The ability to speak welsh
Person Specification
Qualifications
Essential
- Educated to Vocational level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
- Evidence of commitment to ongoing personal development
- GCSE (or equivalent) in Maths and English
Knowledge
Essential
- Knowledge of organisational policies, procedures, IT packages and specialist function to deal with non-routine issues acquired through on the job training, short courses and experience.
Experience
Essential
- Microsoft 365
- Microsoft Office (Word, Excel & Powerpoint)
- Experience of working in a complex organisation providing comprehensive administrative/PA service
- Experience of setting up and using filing/IT systems in a large organisation
- In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management and operational procedures of the Organisation
- Experience of taking comprehensive/quality minutes
Aptitude & Abilities
Essential
- To understand and maintain confidentiality
- Excellent organisational and time management skills
- The ability to judge the importance of information, prioritising and responding appropriately
Desirable
- The ability to speak welsh
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).
