Job summary
To provide high level administrative support to the Public Health Nursing (PHN) Operational Managers.To manage the administrative staff within the teams, whilst adhering to ABUHB policies and procedures.To be responsible for the administrative co-ordination of the PHN Management team and lead administration team members supportingand sharing good practice.To be responsible for the administrative and secretarial duties and advice for team. This will include, electronic scheduling of meetings,formatting and distribution of communications (including letters and flyers), collating service information into databases, organising hardcopy and electronic filing systems, supporting service meetings.The post holder will provide specific support to the PHN Operational Managers and act as a point of contact for identified projects. Thepost holder will also need to demonstrate a calm and organised approach to completing multiple tasks and meeting deadlines. The postholder will be required to communicate effectively and sensitively with internal colleagues, external organisations and, on occasion,patients, relatives or carers. The post holder will provide a confidential, comprehensive and efficient administrative service, undertaking a wide and varied range ofadministrative duties as specified using a problem-solving approach to the range of diverse issues that arise on a daily basis
Main duties of the job
Responsible for the day to day running of the administration support to the PHN Operational Managers and wider team using advancedIT skills and software programmes. Developing, completing and maintaining information on IT systems. To retrieve information andreports for monitoring and evaluation.Plan, organise and manage the room booking processes, supporting meetings, training and event planning and preparations andsupporting staff to use systems effectively. To be responsible for taking and transcribing minutes of meetings as required To work within priorities set by the PHN Operational Managers; to work independently and manage own workload on a day-to-day basis.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
Responsible for the day to day running of the administration support to the PHN Operational Managers and wider team using advancedIT skills and software programmes. Developing, completing and maintaining information on IT systems. To retrieve information andreports for monitoring and evaluation.Plan, organise and manage the room booking processes, supporting meetings, training and event planning and preparations andsupporting staff to use systems effectively. To be responsible for taking and transcribing minutes of meetings as required To work within priorities set by the PHN Operational Managers; to work independently and manage own workload on a day-to-daybasis.To follow Health Board administrative policies and procedures utilised to manage all aspects of the department and ensure thatadministrative standards are maintained at all times to a high degree.Initiating and establishing new systems of work to improve efficiency and effectiveness to the benefit of the team and to proposechanges to working practices in own work area.To process oracle orders for stationary, equipment and services. Also manage the timely processing of invoices via Oracle.To undertake specific duties as required by the PHN Operational Managers. This may include specific projects and tasks directly relatedto the current work and or the development of the overall services.To be responsible for the management of the office and the development, implementation and maintenance of office practices andprocedures.Working with digital information systems and advising managers and team members.To maintain and co-ordinate the electronic diaries of named managers acting as secretary and arrange meetings, taking actions asagreed and when necessary, in their absence. Initiating and establishing new systems of work to improve efficiency and effectiveness.
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
Responsible for the day to day running of the administration support to the PHN Operational Managers and wider team using advancedIT skills and software programmes. Developing, completing and maintaining information on IT systems. To retrieve information andreports for monitoring and evaluation.Plan, organise and manage the room booking processes, supporting meetings, training and event planning and preparations andsupporting staff to use systems effectively. To be responsible for taking and transcribing minutes of meetings as required To work within priorities set by the PHN Operational Managers; to work independently and manage own workload on a day-to-daybasis.To follow Health Board administrative policies and procedures utilised to manage all aspects of the department and ensure thatadministrative standards are maintained at all times to a high degree.Initiating and establishing new systems of work to improve efficiency and effectiveness to the benefit of the team and to proposechanges to working practices in own work area.To process oracle orders for stationary, equipment and services. Also manage the timely processing of invoices via Oracle.To undertake specific duties as required by the PHN Operational Managers. This may include specific projects and tasks directly relatedto the current work and or the development of the overall services.To be responsible for the management of the office and the development, implementation and maintenance of office practices andprocedures.Working with digital information systems and advising managers and team members.To maintain and co-ordinate the electronic diaries of named managers acting as secretary and arrange meetings, taking actions asagreed and when necessary, in their absence. Initiating and establishing new systems of work to improve efficiency and effectiveness.
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
English
Essential
- Business Administration NVQ 4 / Diploma level or equivalent demonstrable level of knowledge and experience.
Desirable
- Management/Supervision of staff /volunteers
English
Essential
- Previous administrative/secretarial experience working in an office environment
Desirable
- Previous experience in a health and / or social care environment
English
Essential
- Excellent interpersonal skills and proven ability to communicate both in writing and verbally with people at all levels.
Desirable
- Ability to communicate in Welsh
Person Specification
English
Essential
- Business Administration NVQ 4 / Diploma level or equivalent demonstrable level of knowledge and experience.
Desirable
- Management/Supervision of staff /volunteers
English
Essential
- Previous administrative/secretarial experience working in an office environment
Desirable
- Previous experience in a health and / or social care environment
English
Essential
- Excellent interpersonal skills and proven ability to communicate both in writing and verbally with people at all levels.
Desirable
- Ability to communicate in 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
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).
