Job summary
This post is a Fixed Term/ Secondment until 31.03.2025. 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 post is fixed term until 31st March 2025 working 2.5 days per week (18.75 hrs).
Applications are invited from motivated, enthusiastic and suitably experienced individuals for the post of Band 4 Personal Assistant, to support the Professional Lead of Health Visiting and Health Visiting Management Team.
The role will require an individual who is confident working with multi-professional staff as well as external organisations on a regular basis.
This post would suit a person who is a team player and able to demonstrate a compassionate and professional approach to their work.
Main duties of the job
The post holder will provide a comprehensive, professional and effective secretarial and administration service to the Health Visiting Management Team and Health Visiting Service. You will take the lead in supporting the administrative needs of the services, collect and collate data produced by the teams.
The post holder will provide and coordinate administrative and secretarial services including for example, the preparation of all agendas and minutes and any appropriate follow-up action as required. In addition, the post holder will provide data collection support for the Healthy Child Wales Programme and Acuity data. They will provide support to the Professional Lead during the development and implementation of strategic plans and service improvement projects across the services for the three counties.
The Personal Assistant will display a considerable degree of initiative, apply a high degree of confidentiality, possess mature judgement and promote the values within the Health Visiting team and across their whole area of work.
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
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 isdesirablefor 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 7/2/24
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 isdesirablefor 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 7/2/24
Person Specification
Qualifications & Knowledge
Essential
- Level 3 Qualification Admin or equivalent demonstrable experience
- Evidenced experience of a full range of duties working in an administrative / office environment
- Knowledge of of health care terminology
- Good standard of general education
Desirable
- Educated to an advanced level or equivalent
- Advanced ECDL
- Secretarial training
- Shorthand
Language Skills
Desirable
Experience
Essential
- Demonstrable Proven experience of working as a PA or equivalent.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Minute taking and recording
- Experience of working mainly autonomously
- Experienced in using Microsoft packages (excel, word, power point, access and desktop publishing and email)
- Experience of answering telephone calls with potentially sensitive information and responding appropriately to queries
Desirable
- Supervisory experience
- Experience of working in an NHS environment
- Experience of using Oracle
Circumstances
Essential
- Ability to travel across Health Board sites in a timely manner
- Flexible approach to needs of the service
Person Specification
Qualifications & Knowledge
Essential
- Level 3 Qualification Admin or equivalent demonstrable experience
- Evidenced experience of a full range of duties working in an administrative / office environment
- Knowledge of of health care terminology
- Good standard of general education
Desirable
- Educated to an advanced level or equivalent
- Advanced ECDL
- Secretarial training
- Shorthand
Language Skills
Desirable
Experience
Essential
- Demonstrable Proven experience of working as a PA or equivalent.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Minute taking and recording
- Experience of working mainly autonomously
- Experienced in using Microsoft packages (excel, word, power point, access and desktop publishing and email)
- Experience of answering telephone calls with potentially sensitive information and responding appropriately to queries
Desirable
- Supervisory experience
- Experience of working in an NHS environment
- Experience of using Oracle
Circumstances
Essential
- Ability to travel across Health Board sites in a timely manner
- Flexible approach to needs of the service
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).
