Job summary
To provide a full and co-ordinated administrative and Secretarial support to the Six Goals for Urgent & Emergency Care National Programme Team. To work on your own initiative and possess excellent communication and organisational skills.
To process minutes, letters, presentations and other complex documentation and maintain databases and spreadsheets as necessary. The post holder will also assist both programmes with diary management.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
To provide a highly efficient, professional and confidential administrative and Secretarial support to the Senior Management Team for the Six Goals for Urgent and Emergency Care Programme and support the delivery of key divisional objectives. To be instrumental in organising meetings and providing admin support, preparing documentation, liaising with stakeholders including members of the public, division and Health Board. To work flexibly in order to ensure the smooth running of the Business Support function.
Interview Dates: 18th & 19th December
About us
Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
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
- To provide a full administration and secretarial support to the Six Goals for Urgent & Emergency Care National Programme
- Provide co-ordination and management of electronic diaries for the Senior Management Team, using autonomy for meeting arrangement and acceptance and ensuring relevant papers are prepared and received.
- Organise and attend meetings and briefings as appropriate, and provide full administrative support such as drafting agendas and collating relevant supporting papers.
- To liaise closely with colleagues within the Six Goals for Urgent & Emergency Care National Programme to ensure that good, proactive communication channels are maintained.
- Have the ability to organise and prioritise their own workload, responding quickly to changing priorities and ensuring an efficient use of resources. This will include the ability to work under pressure, meet tight deadlines and cope with unpredictable work
- To be able to act appropriately in a professional manner and be able to communicate sensitive/confidential information with
- To adhere to all relevant policies of Aneurin Bevan University Health
- To ensure the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
- To work flexibly and to seek advice, when necessary, but will be responsible for managing their own area of work
- Act as a point of contact for telephone calls and queries, ensuring that effective systems are in place to deal with and forward to the relevant member of the team
- Use excellent interpersonal and communication skills in all verbal and written interactions and be able to negotiate and to use persuasive skills as required.
- Support the management of budgets, provide support in the management of invoices, ensuring invoices are processed and completed to comply with financial requirements and ordering and receipting of goods as
- Process incoming and outgoing mail and ensure prompt action by relevant
- Maintain an efficient and effective filing
- Receive all forms of communication, ensuring they are dealt with appropriately and in a timely
- Act as a point of contact for telephone calls and queries, ensuring that effective systems are in place to deal with and forward to the relevant member of the team
- Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
- Ensure provision and maintenance of suitable audio, visual, electronic equipment, reporting faults as
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
- To provide a full administration and secretarial support to the Six Goals for Urgent & Emergency Care National Programme
- Provide co-ordination and management of electronic diaries for the Senior Management Team, using autonomy for meeting arrangement and acceptance and ensuring relevant papers are prepared and received.
- Organise and attend meetings and briefings as appropriate, and provide full administrative support such as drafting agendas and collating relevant supporting papers.
- To liaise closely with colleagues within the Six Goals for Urgent & Emergency Care National Programme to ensure that good, proactive communication channels are maintained.
- Have the ability to organise and prioritise their own workload, responding quickly to changing priorities and ensuring an efficient use of resources. This will include the ability to work under pressure, meet tight deadlines and cope with unpredictable work
- To be able to act appropriately in a professional manner and be able to communicate sensitive/confidential information with
- To adhere to all relevant policies of Aneurin Bevan University Health
- To ensure the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
- To work flexibly and to seek advice, when necessary, but will be responsible for managing their own area of work
- Act as a point of contact for telephone calls and queries, ensuring that effective systems are in place to deal with and forward to the relevant member of the team
- Use excellent interpersonal and communication skills in all verbal and written interactions and be able to negotiate and to use persuasive skills as required.
- Support the management of budgets, provide support in the management of invoices, ensuring invoices are processed and completed to comply with financial requirements and ordering and receipting of goods as
- Process incoming and outgoing mail and ensure prompt action by relevant
- Maintain an efficient and effective filing
- Receive all forms of communication, ensuring they are dealt with appropriately and in a timely
- Act as a point of contact for telephone calls and queries, ensuring that effective systems are in place to deal with and forward to the relevant member of the team
- Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
- Ensure provision and maintenance of suitable audio, visual, electronic equipment, reporting faults as
Person Specification
Qualifications and Knowledge
Essential
- oWord processing to RSA III or equivalent
- oGood standard of education together with a high level of numeracy, written and spoken English.
- oGood knowledge of MS Office suite.
- oAwareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
- oGood understanding and knowledge of the full range of administrative skills required in a busy office environment.
- oWorking knowledge of filing/data systems including record management
Desirable
Experience
Essential
- oDemonstrable experience in an administrative role
- oExperience of communicating with all levels of staff within an organisation and across relevant stakeholders as necessary
- oExperience of dealing with confidential, sensitive data, appropriate maintenance and storage of records
- oExperience of transcribing and minute taking
Desirable
- oExperience in an HR and/or learning and development administrative role
- oAdministering NHS workforce systems such as ESR and Trac.
- oExperience of financial systems, e.g. requisitions, budget monitoring.
- oWorking in an NHS environment.
Skills
Essential
- oAbility to manage own workload
- oSelf-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision.
- oGood written and verbal communication skills
- oGood organisational skills
- oAbility to work within a team and to take direction from senior team members
- oProblem solving and fact finding
- oAbility to use NHS information systems such as ActionPoint, ESR, Trac and SharePoint
- oOrganisational and time-management skills
- oAbility to maoDemonstrate sound judgement when considering whether issues need to be referred or escalated, for example when responding to potential disciplinary and grievance matters.ke judgements involving job related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules
Desirable
Person Specification
Qualifications and Knowledge
Essential
- oWord processing to RSA III or equivalent
- oGood standard of education together with a high level of numeracy, written and spoken English.
- oGood knowledge of MS Office suite.
- oAwareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
- oGood understanding and knowledge of the full range of administrative skills required in a busy office environment.
- oWorking knowledge of filing/data systems including record management
Desirable
Experience
Essential
- oDemonstrable experience in an administrative role
- oExperience of communicating with all levels of staff within an organisation and across relevant stakeholders as necessary
- oExperience of dealing with confidential, sensitive data, appropriate maintenance and storage of records
- oExperience of transcribing and minute taking
Desirable
- oExperience in an HR and/or learning and development administrative role
- oAdministering NHS workforce systems such as ESR and Trac.
- oExperience of financial systems, e.g. requisitions, budget monitoring.
- oWorking in an NHS environment.
Skills
Essential
- oAbility to manage own workload
- oSelf-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision.
- oGood written and verbal communication skills
- oGood organisational skills
- oAbility to work within a team and to take direction from senior team members
- oProblem solving and fact finding
- oAbility to use NHS information systems such as ActionPoint, ESR, Trac and SharePoint
- oOrganisational and time-management skills
- oAbility to maoDemonstrate sound judgement when considering whether issues need to be referred or escalated, for example when responding to potential disciplinary and grievance matters.ke judgements involving job related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules
Desirable
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).
