Job summary
This post is a Fixed Term/ Secondment until 30.06.2025. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application.
The vacancy is for 30 hours per week, either part time or as a job share.
A highly motivated, organised, enthusiastic individual with a flexible approach to the needs of the service is required to support the research work and development of Rural Health and Care Wales (RHCW), driving the programme of work forward from planning to implementation.
RHCW is a collaboration between the three health boards delivering services across Mid Wales (HDUHB, BCUHB and PTHB) and is involved with undertaking research into any health and care inequalities or challenges that people living in rural areas of Wales may experience, in addition to piloting innovative ways of delivering services in rural areas. It also supports the recruitment and retention of health and care professionals to the area and provides a platform to share rural best practice via its annual Conference, Webinars and Podcasts.
Main duties of the job
The main duties of the job involve providing administrative support and undertaking research that is relevant to the RHCW Work Programme, also working in a developmental capacity to explore new projects and support the execution of other research and projects undertaken by the team.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (five of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
Work may also involve:
- designing and regular updating project pans; tracking the progress of projects / documents and following up on outstanding actions
- providing general administrative services, including meeting arrangements, preparation of agendas, minute taking, following up on actions etc
- collating and preparing reports and presentations
- working in the RHCW office(s), ensuring it is run efficiently and effectively at all times, proposing changes to working practices and policies when necessary
- maintaining appointment calendars and relevant communication channels on behalf of RHCW, including a generic email and social media channel updates
- being the first point of contact for callers / contacts, ensuring a professional and organised approach, projecting a positive image of RHCW
- fielding enquiries in the absence of team members, taking messages or dealing with enquiries where necessary
- participating in multiple research and development activities, as directed
- having the ability to work autonomously and use own initiative whilst keeping team members and others informed as appropriate
- being able to prioritise workload and set / communicate realistic deadlines
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 17.10.2023
Job description
Job responsibilities
Work may also involve:
- designing and regular updating project pans; tracking the progress of projects / documents and following up on outstanding actions
- providing general administrative services, including meeting arrangements, preparation of agendas, minute taking, following up on actions etc
- collating and preparing reports and presentations
- working in the RHCW office(s), ensuring it is run efficiently and effectively at all times, proposing changes to working practices and policies when necessary
- maintaining appointment calendars and relevant communication channels on behalf of RHCW, including a generic email and social media channel updates
- being the first point of contact for callers / contacts, ensuring a professional and organised approach, projecting a positive image of RHCW
- fielding enquiries in the absence of team members, taking messages or dealing with enquiries where necessary
- participating in multiple research and development activities, as directed
- having the ability to work autonomously and use own initiative whilst keeping team members and others informed as appropriate
- being able to prioritise workload and set / communicate realistic deadlines
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 17.10.2023
Person Specification
Qualifications and Knowledge
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
- Knowledge of administrative procedures, project management or information analysis.
- Minute taking experience
- Demonstrable experience in dealing with a variety of stakeholders and dealing with sensitive and confidential information.
Desirable
- Research qualification or experience.
- Formal Project Management qualification.
Experience
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral / written communication skills (2)
- Positive approach to problem solving; able to suggest and implement alternatives
- Excellent time management skills with the ability to re-prioritise
- Skills for supporting project management
- Excellent working knowledge of Word, PowerPoint and Outlook
- Ability to manage varied and complex tasks, resolving conflicting priorities
Desirable
- Ability to manipulate and analyse data effectively
- Working knowledge of project management software
Other
Essential
- Highly professional, positive approach
- Awareness of personal and political sensitivities and ability to adapt accordingly
- Innovative and constructive approach to project management
- Understanding of national, regional and local priorities and ability to lead pilot accordingly
- Flexible and adaptable in order to meet competing priorities
- Ability to listen to the needs of others Able to direct the delivery of projects by third parties
- Able to direct the delivery of projects by third parties
- Ability to listen to the needs of others
- Ability to travel between sites in a timely manner
Desirable
- Commitment to developing positive attitudes towards challenges and changes
- Ability to work flexibly
Language Skills
Desirable
Person Specification
Qualifications and Knowledge
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
- Knowledge of administrative procedures, project management or information analysis.
- Minute taking experience
- Demonstrable experience in dealing with a variety of stakeholders and dealing with sensitive and confidential information.
Desirable
- Research qualification or experience.
- Formal Project Management qualification.
Experience
Essential
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral / written communication skills (2)
- Positive approach to problem solving; able to suggest and implement alternatives
- Excellent time management skills with the ability to re-prioritise
- Skills for supporting project management
- Excellent working knowledge of Word, PowerPoint and Outlook
- Ability to manage varied and complex tasks, resolving conflicting priorities
Desirable
- Ability to manipulate and analyse data effectively
- Working knowledge of project management software
Other
Essential
- Highly professional, positive approach
- Awareness of personal and political sensitivities and ability to adapt accordingly
- Innovative and constructive approach to project management
- Understanding of national, regional and local priorities and ability to lead pilot accordingly
- Flexible and adaptable in order to meet competing priorities
- Ability to listen to the needs of others Able to direct the delivery of projects by third parties
- Able to direct the delivery of projects by third parties
- Ability to listen to the needs of others
- Ability to travel between sites in a timely manner
Desirable
- Commitment to developing positive attitudes towards challenges and changes
- Ability to work flexibly
Language Skills
Desirable
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).
