Job summary
The post holder will provide a comprehensive, efficient, and effective high quality administrative service and be the first point of contact for the Service and Team, ensuring a professional and positive attitude at all times and will:
o Organise and plan the daily schedules, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times.
o Assist the Managers and Team in undertaking projects and tasks to support their workload and provide accurate and well-presented correspondence, reports, and letters.
o Participate and contribute towards the development of electronic working models in order to maximise the benefits of desktop technology and improve processes across the Service dealing with correspondence emails, letters, reports, memos, faxes, complaints, and requests from internal and external bodies. Using own judgement to initiate and prepare responses on behalf of management or respond directly as appropriate. Ensuring all responses are provided within the required timescales.
Work autonomously through working day and manage workload effectively undertaking other duties/projects as be required
Main duties of the job
Maintain effective procedures and systems for recording and filing
information. Establish and maintain diaries, ensuring they are
regularly kept up to date this will involve complex scheduling and
re-arranging of diaries
Organise and schedule complex meetings, ensuring that;
Attendees informed, venue is organised, with refreshments if
required
Any relevant documents are prepared and circulated prior to the
meeting
Take formal minutes, ensuring that they are accurately typed and
distributed promptly meeting strict deadlines.
Assist in the co-ordination and production of strategic reports i.e.
Monthly papers whilst working within a busy environment with
frequent interruptions.
There will be an requirement to travel to other sites of the Health
Board
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.
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person Specification
Qualifications
Essential
- Educated to Diploma level qualification or Advanced Keyboard skills/qualification e.g. RSA 111 (or equivalent) plus In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management, and operational procedures of the Organisation acquired through on the job training, short courses, and experience.
- Experience of working in a complex organisation providing comprehensive administrative/PA service within a team
- Experience of dealing with confidential information, prioritising, and responding appropriately
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality
- Ability to use the full suite of Microsoft office including virtual platforms
- Ability to take comprehensive formal minutes and transcriptions
- Excellent organisation/time management and communication skills.
- Ability to provide an efficient, prompt, and accurate secretarial service
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Aptitudde and Abilities
Essential
- Able to understand and maintain confidentiality.
- Ability to travel within geographical area.
Person Specification
Qualifications
Essential
- Educated to Diploma level qualification or Advanced Keyboard skills/qualification e.g. RSA 111 (or equivalent) plus In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management, and operational procedures of the Organisation acquired through on the job training, short courses, and experience.
- Experience of working in a complex organisation providing comprehensive administrative/PA service within a team
- Experience of dealing with confidential information, prioritising, and responding appropriately
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality
- Ability to use the full suite of Microsoft office including virtual platforms
- Ability to take comprehensive formal minutes and transcriptions
- Excellent organisation/time management and communication skills.
- Ability to provide an efficient, prompt, and accurate secretarial service
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Aptitudde and Abilities
Essential
- Able to understand and maintain confidentiality.
- 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).
