Job summary
This post is a Fixed Term/ Secondment until 31.12.25. 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.
This is an exciting opportunity to work along side the Quality Improvement and Service Transformation (QIST) team as a motivated Personal Assistant to the Senior Team.
You will be the first point of contact for the QIST team and the Enabling Quality improvement in Practice (EQIiP) program ensuring a professional and positive attitude at all times.
You will organise and plan the daily activities for the senior team, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times and ensure accurate minutes are kept as a record of those meetings for which QIST are responsible for.
You will also participate and contribute towards the planning, booking and running of future EQIiP programs.
If you enjoy ensuring that things are running smoothly and working proactively then this is an environment in which you will thrive.
Main duties of the job
You must be confident and be able to demonstrate excellent verbal and written communication skills, as well as organisational, planning and prioritisation skills.
Supporting the senior members of the QIST team, diary management as well as supporting the administration of our Quality Improvement programme are major elements for this role, this will include being able to prioritise at very short notice due to constantly changing circumstances.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.
We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.
We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.
Our services are provided in:
- Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
- Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
- Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
- 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
- Numerous mental health and learning disabilities services
Job description
Job responsibilities
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 26/08/25
Job description
Job responsibilities
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 26/08/25
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualification or equivalent demonstrable experience of typing plus experience of a full range of duties working in an administrative / office environment
- Evidence of continuing professional development
- Knowledge of Healthcare Terminology
- Working knowledge of Microsoft Office packages including Excel
- Bronze IQT
- Awareness of current NHS performance and service improvement initiatives and targets
Desirable
- Educated to advanced level or equivalent
- Secretarial training
- Knowledge of event management and organisation
- IQT Silver / CIP
Experience
Essential
- Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set)
- Experience of working within the NHS
Desirable
- Previous experience of working in an improvement project environment and evaluation.
- Experience in leading and managing improvement initiatives/ projects and delivering identified benefits
- Experience of training and staff support in development
Language Skills
Desirable
Other
Essential
- Self-motivated
- Willingness to learn new skills
- Ability to travel between sites in a timely manner
- Flexible to the needs of the service
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualification or equivalent demonstrable experience of typing plus experience of a full range of duties working in an administrative / office environment
- Evidence of continuing professional development
- Knowledge of Healthcare Terminology
- Working knowledge of Microsoft Office packages including Excel
- Bronze IQT
- Awareness of current NHS performance and service improvement initiatives and targets
Desirable
- Educated to advanced level or equivalent
- Secretarial training
- Knowledge of event management and organisation
- IQT Silver / CIP
Experience
Essential
- Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set)
- Experience of working within the NHS
Desirable
- Previous experience of working in an improvement project environment and evaluation.
- Experience in leading and managing improvement initiatives/ projects and delivering identified benefits
- Experience of training and staff support in development
Language Skills
Desirable
Other
Essential
- Self-motivated
- Willingness to learn new skills
- Ability to travel between sites in a timely manner
- Flexible to the 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).
