Job summary
Are you keen to join a dynamic team at the heart of healthcare excellence? We wish to appoint a highly motivated and experienced individual to join the Hospital Management Team at Ysbyty Gwynedd to fill the role of Personal Assistant to the Director of Operations within the West Integrated Health Community. This is an exciting opportunity to work alongside visionary leaders within the operational team.
As Personal Assistant to the Director of Operations, you will provide high-level administrative and secretarial support to ensure the prompt functioning of the directorates. Be responsible for managing their schedules, coordinating meetings and appointments, taking minutes, preparing correspondence and reports, and assisting with special projects as needed. This role requires excellent organisational skills, attention to detail, and the ability to handle sensitive information with discretion and professionalism. You'll need experience of all Microsoft packages and other IT packages used at the hospital, as well as time management and organisational skills.
This is a great opportunity for a dedicated and proactive individual to make a meaningful impression within the healthcare field. If you have a passion for supporting leadership and want to drive positive change within the West Integrated Health Community, I'd like to hear from you.
Main duties of the job
- Support the Director of Operations with day to day workload
- Manage diaries
- Manage workload effectively
- Monitor emails - highlighting anything urgent
- Book rooms
- Assist with collating data for regular reports
- Work as part of the larger admin team, assist PA's to IHC Directors as and when required
- Assist with the IT system in the Boardroom as and when requested
- Use the Oracle procurement system
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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
- To act as a Personal Assistant to the Director of Operations in the West IHC.
- At the request of the Directorate of Operations, maintain personal staff records, ensuring that sickness details and personal data are kept up to date in a professional and confidential manner. Report any concerns on a monthly basis back to line manager.
- Maintain effective procedures and systems for recording and filing information.
- Establish and maintain the Director of Operations' electronic diary, ensuring it is kept up to date regularly. This will involve complex scheduling and rearranging of diaries.
- To identify new policies, procedures and guidance which may impact upon the management of the office. Uses own initiative to implement these policies where they may impact upon the Office.
- Take full responsibility for providing advice on a wide range of matters.
- To provide efficient, accurate and prompt secretarial support to the Director of Operations, including the planning and co-ordination of business schedules.
- Required to manage workload effectively, following delegated duties from the Director of Operations.
- Exceptional organisational and leadership skills, excellent judgement, diplomacy and tact are essential attributes for this post.
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
- To act as a Personal Assistant to the Director of Operations in the West IHC.
- At the request of the Directorate of Operations, maintain personal staff records, ensuring that sickness details and personal data are kept up to date in a professional and confidential manner. Report any concerns on a monthly basis back to line manager.
- Maintain effective procedures and systems for recording and filing information.
- Establish and maintain the Director of Operations' electronic diary, ensuring it is kept up to date regularly. This will involve complex scheduling and rearranging of diaries.
- To identify new policies, procedures and guidance which may impact upon the management of the office. Uses own initiative to implement these policies where they may impact upon the Office.
- Take full responsibility for providing advice on a wide range of matters.
- To provide efficient, accurate and prompt secretarial support to the Director of Operations, including the planning and co-ordination of business schedules.
- Required to manage workload effectively, following delegated duties from the Director of Operations.
- Exceptional organisational and leadership skills, excellent judgement, diplomacy and tact are essential attributes for this post.
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
- NVQ3 Business & Administration or equivalent experience
- GCSE passes in English and Maths
- Evidence of commitment to ongoing personal development
- Willingness to undertake training and development as necessary
Desirable
- Advanced ECDL
- Supervision or management qualification
Skills
Essential
- Excellent interpersonal skills
- Experience of Microsoft 365
- Previous experience of providing comprehensive administrative / PA Service
- Minute Taking Experience
- Able to understand and maintain confidentiality
- Good Communication Skills
Desirable
- Experience of producing graphs and statistics
Person Specification
Qualifications & Knowledge
Essential
- NVQ3 Business & Administration or equivalent experience
- GCSE passes in English and Maths
- Evidence of commitment to ongoing personal development
- Willingness to undertake training and development as necessary
Desirable
- Advanced ECDL
- Supervision or management qualification
Skills
Essential
- Excellent interpersonal skills
- Experience of Microsoft 365
- Previous experience of providing comprehensive administrative / PA Service
- Minute Taking Experience
- Able to understand and maintain confidentiality
- Good Communication Skills
Desirable
- Experience of producing graphs and statistics
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).
