Job summary
Are you highly organised, proactive, and passionate about delivering excellent administrative support? We are looking for aBusiness Support Administratorto join our team within the Estates & Facilities Division at Aneurin Bevan University Health Board.
The post holder will be responsible for the day-to-day supervision of Business Support Administrators along with providing administrative support to operational Estates & Facilities manager for specific sites.
The post requires an individual who is well organised and an effective leader who can manage and adhere to Policy, Procedures and Protocols.
They will be responsible for implementing quality standards and services specifications for the administration service and the operational effectiveness. Ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales to the highest standard.
The post holder will maintain excellent working relationships as integral part of the wider team, working collaboratively to provide a high-quality service to patients, staff and visitors.
They will supervise and lead staff providing effective and efficient administrative support, successfully completing work tasks to agreed specifications standards of performance and quality.
They must ensure all statutory requirements are met and to advise the management team on areas of concern and assist in the development of improvement plans to meet the Health Board's Needs.
Main duties of the job
About the Role
As a Business Support Administrator, you will play a key role in providing efficient, effective, and confidential administrative and telephony support to the senior team. This is a varied and rewarding role where you will:
- Manage your own workload and prioritise tasks to meet deadlines.
- Provide secretarial support, including electronic diary management, arranging meetings, preparing papers, and producing correspondence.
- Act as the first point of contact for enquiries, exercising judgment and professionalism.
- Maintain divisional databases, process invoices, and support financial compliance.
- Organise and maintain filing systems, handle incoming and outgoing mail, and ensure smooth communication across the team.
- Take and transcribe minutes of meetings and assist with SharePoint, ESR, Oracle, and other systems.
Why Join Us?
You'll be part of a supportive team committed to delivering high-quality services. We offer opportunities for development and a flexible working environment within a dynamic healthcare organisation.
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. 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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent
- NVQ Business Administration Level 3 or equivalent experience.
- NVQ level 2 in Supervisory or equivalent experience
- In depth knowledge of an administration function administrative systems, clerical/office duties & procedures, and data input procedures.
- Knowledge of Financial Standard Operating Procedures
Desirable
- ECDL computer driving licence
- NVQ level 3 in management
- Knowledge of Health Board systems such as clinical workstation, ESR, Datix
- Customer Services qualification
Experience
Essential
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word.
- Previous administrative or business experience preferably in an NHS organisation
- Experience of team working to achieve deadlines and objectives.
Desirable
- Experience of supervising a team
- Experience of dealing with customers
Skills and Attributes
Essential
- Excellent numeracy skills
- Ability to work effectively with both management and other supervisors with a positive attitude and willingness to take responsibility
- Knowledge of working in multi-disciplinary environments
- Proficient IT skills
- Able to work under pressure and to deadlines
- Flexible approach to working.
- Commitment to personal development and others
- Ability to motivate self, staff and teams.
- Ability to lead by example.
- Excellent communication skills (written, verbal and electronically)
- Ability to engage positively, sensitively and diplomatic with staff, patients and visitors
- Follow & implement standard operating procedures
- Issue work instructions to staff
- Ability to prioritise own tasks and that of the team.
- Self-motivated
- Have a flexible approach to changes in workload/duties/priorities.
- Ability to travel between sites
- Able to work to a high standard
- Act in a polite & respectful manner
- Aware of security and confidentiality
- Excellent interpersonal skills
- Able to work to timescales
- Able to apply creative thought to develop effective solutions
- Apply constructive approach to problem solving
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Person Specification
Qualifications and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent
- NVQ Business Administration Level 3 or equivalent experience.
- NVQ level 2 in Supervisory or equivalent experience
- In depth knowledge of an administration function administrative systems, clerical/office duties & procedures, and data input procedures.
- Knowledge of Financial Standard Operating Procedures
Desirable
- ECDL computer driving licence
- NVQ level 3 in management
- Knowledge of Health Board systems such as clinical workstation, ESR, Datix
- Customer Services qualification
Experience
Essential
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word.
- Previous administrative or business experience preferably in an NHS organisation
- Experience of team working to achieve deadlines and objectives.
Desirable
- Experience of supervising a team
- Experience of dealing with customers
Skills and Attributes
Essential
- Excellent numeracy skills
- Ability to work effectively with both management and other supervisors with a positive attitude and willingness to take responsibility
- Knowledge of working in multi-disciplinary environments
- Proficient IT skills
- Able to work under pressure and to deadlines
- Flexible approach to working.
- Commitment to personal development and others
- Ability to motivate self, staff and teams.
- Ability to lead by example.
- Excellent communication skills (written, verbal and electronically)
- Ability to engage positively, sensitively and diplomatic with staff, patients and visitors
- Follow & implement standard operating procedures
- Issue work instructions to staff
- Ability to prioritise own tasks and that of the team.
- Self-motivated
- Have a flexible approach to changes in workload/duties/priorities.
- Ability to travel between sites
- Able to work to a high standard
- Act in a polite & respectful manner
- Aware of security and confidentiality
- Excellent interpersonal skills
- Able to work to timescales
- Able to apply creative thought to develop effective solutions
- Apply constructive approach to problem solving
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing 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).
