Job summary
This post is Fixed term until 31/03/2027 due to maternity cover.
As an advanced experienced Executive Administrator, with a track record of servicing Board level committees, the post holder will be part of an experienced and professional team and working autonomously managing priorities and workload to very tight deadlines which will require adjustment of schedules to switch tasks to meet the needs of the service.
Required to focus on providing robust administrative support as Committee Secretariat to the Board's Committees, to ensure the smooth functioning of its activities in accordance with the Board's Governance Framework and be responsible for;
Operate with the highest degree of confidentiality due to the nature of work and information discussed at the senior Executive and Executive level.
Report to the Corporate Governance Manager and working closely with Executive Director Leads and Independent Members, the post holder will be providing administrative support for the routine servicing of the Board's Committees including the development of committee work programmes and formal minute taking.
In conjunction with the Corporate Governance Manager implementing the Board's Governance Framework in accordance with the Welsh Government's guidance on "Effective Board Committees", to ensure that the Health Board operates to exemplary governance standards.
Planning and coordinating meetings which requires complex planning to ensure attendance of all required parties.
Main duties of the job
The main duties below are summarised from the job description, please also read the job description for full details.
- Responsible for all aspects of administration and operation of the Board's committees, working autonomously in managing the area of work and will be expected to and responsible for:
- Ensuring the Board's committees operate effectively with decisions made in line with Terms of Reference and the Scheme of Delegation, at the appropriate levels, and timed to meet Health Board business objectives.
- Regularly review the Terms of Reference to ensure that the membership and work plans remain appropriate.
- Implement Standard Operating Procedures (SOPs) for the Board's committees and sub-committees, ensuring all are properly constituted, operated and supported, according to the relevant statutory framework.
- Strategically plan the schedule of all meetings of the Board's committees and sub-committees to ensure the business of the Board and its committees is managed and effectively co-ordinated through the production of Annual Plans of Board and committee business.
- In collaboration with Executive Director Leads and Committee Chairs, use judgement and analytical skills when developing draft agendas, to ensure that the agendas are prepared in accordance with the work plan of the committees and that agenda items are appropriate.
About us
Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.
As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.
To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
Job description
Job responsibilities
Please see attached job description and person specification for full details of the role and its requirements.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
Please see attached job description and person specification for full details of the role and its requirements.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Values
Essential
- Demonstrate PTHB Values
- Ability to travel between sites in a timely manner
- Flexible approach to the needs of the service
Desirable
- Evidence of working with audit teams and tracking recommendations within large organisations
Aptitude & Abilities
Essential
- Ability to analyse and interpret complex data
- Excellent interpersonal skills
- Excellent literacy and written communication skills
- Excellent time / work management skills
- Ability to work autonomously in order to deliver on objectives
- Ability to work under pressure at times
- Sound organisational skills for organising / diary management
- Thorough attention to detail and high standards of accuracy
- Discretion in the handling of confidential information
Desirable
- Some ability to speak, read and/or write Welsh, or an eagerness to learn.
- Advanced level use of IT packages
- Advanced keyboard skills
Experience
Essential
- Advanced keyboard skills e.g. RSA / ECDL or equivalent demonstrable experience
- Experience of producing agenda and papers for meetings
- Experience of minute taking and of providing committee servicing support
- Experience of writing concise and accurate reports
- Excellent experience of administrative and governance procedures in the public sector
- Experience of developing and maintaining systems and administrative procedures
- Experience of dealing with Executive Directors, Senior Managers and staff at all levels of the organisation
- Experience of liaison with external stakeholders
Desirable
- Experience of working in an administrative capacity at a higher level in the NHS
- Experience of using document management systems and website development and maintenance
Qualifications and or Knowledge
Essential
- Educated to degree level or relevant equivalent level of experience
- Wide ranging knowledge of Corporate Governance procedures, i.e. Information Governance procedures, Policy Management, Records Management, issues of confidentiality
- Excellent and thorough knowledge of Microsoft Office packages including Word and Excel
Desirable
- Shorthand qualification / ability
- Secretarial qualification
Person Specification
Values
Essential
- Demonstrate PTHB Values
- Ability to travel between sites in a timely manner
- Flexible approach to the needs of the service
Desirable
- Evidence of working with audit teams and tracking recommendations within large organisations
Aptitude & Abilities
Essential
- Ability to analyse and interpret complex data
- Excellent interpersonal skills
- Excellent literacy and written communication skills
- Excellent time / work management skills
- Ability to work autonomously in order to deliver on objectives
- Ability to work under pressure at times
- Sound organisational skills for organising / diary management
- Thorough attention to detail and high standards of accuracy
- Discretion in the handling of confidential information
Desirable
- Some ability to speak, read and/or write Welsh, or an eagerness to learn.
- Advanced level use of IT packages
- Advanced keyboard skills
Experience
Essential
- Advanced keyboard skills e.g. RSA / ECDL or equivalent demonstrable experience
- Experience of producing agenda and papers for meetings
- Experience of minute taking and of providing committee servicing support
- Experience of writing concise and accurate reports
- Excellent experience of administrative and governance procedures in the public sector
- Experience of developing and maintaining systems and administrative procedures
- Experience of dealing with Executive Directors, Senior Managers and staff at all levels of the organisation
- Experience of liaison with external stakeholders
Desirable
- Experience of working in an administrative capacity at a higher level in the NHS
- Experience of using document management systems and website development and maintenance
Qualifications and or Knowledge
Essential
- Educated to degree level or relevant equivalent level of experience
- Wide ranging knowledge of Corporate Governance procedures, i.e. Information Governance procedures, Policy Management, Records Management, issues of confidentiality
- Excellent and thorough knowledge of Microsoft Office packages including Word and Excel
Desirable
- Shorthand qualification / ability
- Secretarial qualification
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).
