Job summary
Lead and develop a comprehensive administration service to support the Head of Quality, Safety & Regulatory Compliance/Deputy Director as appropriate in the organisation and planning of duties and workload, and support service delivery within the Welsh Blood Service.
Provide efficient and effective administrative support for QA Systems and senior staff within QA Systems, as and when required, to meet the exigencies of the service. Provide flexible support to the document management team where workload and deadlines require it.
This post is a fixed term/secondment for 12 months until 31st March 2027 due to secondment cover. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
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 role covers a number of aspects such as departmental planning, service improvement/financial management and financial controls, diary management, travel arrangements - by way of example.
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 provide the key principles of prudent 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.
At Velindre University NHS Trust we aim to foster a culture of discovery, collaboration, and continuous improvement. We will achieve this by embedding research and innovation into everything we do, to deliver meaningful, measurable impact for our patients and communities.
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
Lead and develop a comprehensive administration service to support the Head of Quality, Safety & Regulatory Compliance/Deputy Director as appropriate in the organisation and planning of duties and workload, and support service delivery within the Welsh Blood Service.
Provide efficient and effective administrative support for QA Systems and senior staff within QA Systems, as and when required, to meet the exigencies of the service. Provide flexible support to the document management team where workload and deadlines require it.
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
Lead and develop a comprehensive administration service to support the Head of Quality, Safety & Regulatory Compliance/Deputy Director as appropriate in the organisation and planning of duties and workload, and support service delivery within the Welsh Blood Service.
Provide efficient and effective administrative support for QA Systems and senior staff within QA Systems, as and when required, to meet the exigencies of the service. Provide flexible support to the document management team where workload and deadlines require it.
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 & Knowledge
Essential
- HNC, NVQ level 4 or Diploma in Business Administration/related subject or Equivalent relevant experience.
Desirable
- Shorthand or minute-taking qualification.
- Graduate in a Health, Science or legal subject.
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 & Attributes
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.
- Good knowledge of Microsoft Office suite.
Desirable
- Level 1 Welsh Language skills.
- Auditing knowledge.
- Microsoft project/access/excel.
Person Specification
Qualifications & Knowledge
Essential
- HNC, NVQ level 4 or Diploma in Business Administration/related subject or Equivalent relevant experience.
Desirable
- Shorthand or minute-taking qualification.
- Graduate in a Health, Science or legal subject.
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 & Attributes
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.
- Good knowledge of Microsoft Office suite.
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).
