Job summary
Providing high level administrative services to the Public Health Directorate for Betsi Cadwaladr University Health Board. Acting as the first point of contact for the Emergency Preparedness, Resilience and Response, (EPRR) Lead and Assistant Director for Health Protection.
Providing advice on a wide range of matters related to the work of the EPRR Lead and Assistant Director for Health Protection and their teams, resolving them or referring them to the most appropriate person during periods when they are absent from the office. Supporting the wider team via telephone, e-mail, and with general correspondence.
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
Manage the diary of the Head of Emergency Preparedness Resilience and Response (EPRR) and the Assistant Director for Health Protection, including the scheduling and rescheduling of appointments.
Provide Senior administrative support, including diary management, arranging travel, arranging and rearranging meetings. Monitor the Microsoft outlook email inbox for the Head of Emergency Preparedness Resilience and Response (EPRR) and Assistant Director for Health Protection daily, flagging up urgent issues and replying on behalf of when able / necessary. In times of absence deal with emails, replies on behalf of or forwards to relevant colleagues for action.
Responsible for arranging workshops, training events and large conferences with attendees from within BCUHB and external. Ensures the smooth running of all, booking speakers, booking venues internal and external, catering, arranging IT systems, co-ordinating presentations, design and production of programmes and flyers, promotion, registering of attendees, and feedback.
Responsible for the accurate recording and monitoring of staff sickness absence. Advises relevant managers of a member of staff absence rates and relevant action to take according to the sickness absence policies. Delegated authority for ESR from the management team to record sickness absences, special leave, annual leave etc for the whole Improvement team.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job description
Job responsibilities
Responsible for reporting all sickness absence on the ESR system. Dealing with all cases confidentially.
Deals with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Responsible for the accurate recording of annual leave, and calculation of annual leave for part time staff members according to the leave procedures policy.
Responsible for the monitoring and collation of information for the monthly staff return, and submitting to payroll.
Manages a bring forward appointment system.
Files and manages all reports and correspondence ensuring that all documents are retained as per legal schedules.
Responsible for the ordering of all office requirements, good and services via the Oracle system. Raising invoices and receipting. Ensuring best price and value for money. Organises cross-charging of invoices internally with other departments or externally when necessary. Maintains adequate stationery stock levels in all offices.
Work with other members of the administrative team to provide support to senior officers of the Betsi Cadwaladr University Health Board as part of the Corporate Offices Administrative support team. This may include audio typing, compilation of spreadsheets, compilation of reports.
Provide cover for team members in their absence.
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 reporting all sickness absence on the ESR system. Dealing with all cases confidentially.
Deals with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
Responsible for the accurate recording of annual leave, and calculation of annual leave for part time staff members according to the leave procedures policy.
Responsible for the monitoring and collation of information for the monthly staff return, and submitting to payroll.
Manages a bring forward appointment system.
Files and manages all reports and correspondence ensuring that all documents are retained as per legal schedules.
Responsible for the ordering of all office requirements, good and services via the Oracle system. Raising invoices and receipting. Ensuring best price and value for money. Organises cross-charging of invoices internally with other departments or externally when necessary. Maintains adequate stationery stock levels in all offices.
Work with other members of the administrative team to provide support to senior officers of the Betsi Cadwaladr University Health Board as part of the Corporate Offices Administrative support team. This may include audio typing, compilation of spreadsheets, compilation of reports.
Provide cover for team members in their absence.
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 and Knowledge
Essential
- Experience at a high level of providing a comprehensive administrative/PA service.
- Experience of setting up and using filing/IT systems
- Familiar with office procedures & deadlines
Desirable
- Previous experience of working as Administrator / PA to an Executive Director or equivalent.
- Previous experience of working within the NHS.
Skills and Attributes
Essential
- Excellent communication skills.
- Ability to work unsupervised and make decisions.
- Organisation skills
- Numeracy and Literacy skills.
- Excellent client care skills.
- Good command of English both written & verbal
- Typing/Word Processing skills
Desirable
- Audio typing skills
- Ability to produce Reports
- Confident in all aspects of office practice
- Experience of producing graphs and statistics.
Other
Essential
- Professional approach
- Confident Manner
Person Specification
Qualifications and Knowledge
Essential
- Experience at a high level of providing a comprehensive administrative/PA service.
- Experience of setting up and using filing/IT systems
- Familiar with office procedures & deadlines
Desirable
- Previous experience of working as Administrator / PA to an Executive Director or equivalent.
- Previous experience of working within the NHS.
Skills and Attributes
Essential
- Excellent communication skills.
- Ability to work unsupervised and make decisions.
- Organisation skills
- Numeracy and Literacy skills.
- Excellent client care skills.
- Good command of English both written & verbal
- Typing/Word Processing skills
Desirable
- Audio typing skills
- Ability to produce Reports
- Confident in all aspects of office practice
- Experience of producing graphs and statistics.
Other
Essential
- Professional approach
- Confident Manner
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).
