Job summary
Lead and develop a comprehensive secretarial and administration service to support the Clinical Services Department (CS) ensuring effective operations are maintained. The postholder is expected to manage their time effectively, meeting tight deadlines and working largely unsupervised to support service delivery within the Welsh Blood Service (WBS). Considerable freedom to assess and prioritise the consultants' workload & make priority judgments on the competing demands for their time.
Main duties of the job
Provide full & effective personal assistance to the consultants in the execution of their duties, using own judgement and experience to manage diaries, meetings and prioritisation of workload.
Receive and handle complex, sensitive information, as and when required, on behalf of the clinicians. This will include complex medical and technical correspondence with senior managers at the WBS and Velindre University NHS Trust (VUNHST) as well as external agencies such as the Welsh Government, national and international organisations, hospitals and other Blood Services in the UK and abroad.
Receive, sort and prioritise incoming and outgoing mail to manage correspondence from and to medical, scientific and nursing staff. Acknowledge and compile routine correspondence, drafting responses as appropriate.
To plan, support and take formal minutes at CS Operational Group (CSOSG) and other meetings chaired by medics. These discussions are highly complex and the minutes form part of the mandatory audit trail for regulators, the post holder requires a higher level of technical understanding in order to interpret and record these discussions accurately.
Maintain an efficient and effective filing system, to include all aspects of relevant documentation in compliance with the regulatory standards applicable to the WBS.
About us
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and ouraward-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Visit our website to find out more https://velindre.nhs.wales/
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
- Higher National Certificate (HNC), National Vocational Qualification (NVQ) level 4 or Diploma in Business Administration / related subject or equivalent relevant experience
Desirable
- Shorthand or minute-taking qualification. Audio typewriting experience.
Experience
Essential
- Demonstrable experience of working as a Personal Assistant for a senior or executive-level manager.
- Familiarity with record-keeping and audit processes.
- Experienced user of Microsoft Office software tools.
Desirable
- Experience of working within a highly regulated industry eg. Health, Engineering, Law, Financial Services.
- Use of electronic quality management and/or document management systems.
Skills
Essential
- Able to work unsupervised and demonstrate initiative whilst balancing tasks and priorities for self and others.
- Work as team member and foster good working relationships with staff at all levels and across all departments.
- Touch-Typing skills (minimum 40wpm) Formal minute-taking skills.
- Strong organisational skills, time management and ability to prioritise.
- Excellent communication skills - verbal and written.
- Observe discretion and confidentiality.
- Ability to work and deliver to deadlines.
Desirable
- Level 1 Welsh language skills.
- Auditing knowledge.
- Microsoft project /access /excel.
Person Specification
Qualifications
Essential
- Higher National Certificate (HNC), National Vocational Qualification (NVQ) level 4 or Diploma in Business Administration / related subject or equivalent relevant experience
Desirable
- Shorthand or minute-taking qualification. Audio typewriting experience.
Experience
Essential
- Demonstrable experience of working as a Personal Assistant for a senior or executive-level manager.
- Familiarity with record-keeping and audit processes.
- Experienced user of Microsoft Office software tools.
Desirable
- Experience of working within a highly regulated industry eg. Health, Engineering, Law, Financial Services.
- Use of electronic quality management and/or document management systems.
Skills
Essential
- Able to work unsupervised and demonstrate initiative whilst balancing tasks and priorities for self and others.
- Work as team member and foster good working relationships with staff at all levels and across all departments.
- Touch-Typing skills (minimum 40wpm) Formal minute-taking skills.
- Strong organisational skills, time management and ability to prioritise.
- Excellent communication skills - verbal and written.
- Observe discretion and confidentiality.
- Ability to work and deliver to deadlines.
Desirable
- Level 1 Welsh language skills.
- Auditing knowledge.
- Microsoft project /access /excel.
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).
