Job summary
An exciting opportunity has arisen for a PA / Administrative Officer to join the Mental Health & Learning Disabilities Care Group.
Are you able to prioritise your workload and multi-task?
Do you have good organisational skills and are you able to work in a busy environment?
If this is you, then we would like to hear from you.
The post holder will provide a comprehensive, efficient, and high quality administrative and clerical service for managers within the Mental Health & Learning Disabilities Care Group.
Organise and plan daily schedules, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times.
Assist the Managers and Team in undertaking projects and tasks to support their workload and provide accurate and well-presented correspondence, reports, and letters with the required timescales.
Work autonomously through working day and manage workload effectively undertaking other duties/projects as required.
Interviews will take place on 19th December 2025.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health.
Main duties of the job
The post holder will be part of the Business, Improvement, Strategy and Commissioning (BISC) Directorate in the Mental Health and Learning Disabilities Care Group.
The post holder will work independently to defined policies and procedures and provide a comprehensive, professional and confidential administrative and secretarial service to the Mental Health & Learning Disabilities Care Group Directors and Senior Managers, across the full range of their responsibilities, acting as the main point of contact for all communication.
The main duties of the job are to:
Maintain effective procedures and systems for recording and filing information.
Establish and maintain diaries, ensuring they are regularly kept up to date this will involve complex scheduling and re-arranging of diaries.
Organise and schedule complex meetings and workshops, ensuring that;
Attendees informed, venue is organised, with refreshments if required.
Any relevant documents are prepared and circulated prior to the meeting e.g., agenda and papers.
Take action notes or formal minutes, ensuring that they are accurately typed and distributed promptly meeting strict deadlines.
Process oracle orders for manager to review and to authorise in line with policy. Check the progress with orders and report any concerns to line manager.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
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
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 and Knowledge
Essential
- Educated to Diploma level qualification or equivalent.
- Advanced Keyboard skills/qualification e.g., RSA 111 (or equivalent).
- In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management, and operational procedures of the Organisation acquired through on the job training, short courses, and experience.
- Evidence of commitment to ongoing personal development.
Experience
Essential
- Experience of working in a complex organisation providing comprehensive administrative/PA service within a team.
- Experience of setting up and using filing/IT systems in a large organisation.
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality.
- Experience of solving problems and issues of a routine and non-routine nature.
Desirable
Skills and Attributes
Essential
- Ability to use the full suite of Microsoft office including virtual platforms.
- Ability to take comprehensive formal minutes and transcriptions.
- Ability to understand and maintain confidentiality.
- Excellent organisation/ time management skills.
- Ability to work to deadlines and deal with competing demands.
- Excellent communication skills.
Desirable
- Usage of systems such as Trac, Sharepoint, Oracle.
Other Role Requirements
Essential
- Ability to travel within geographical area in a timely manner.
- Work flexibly to support the team and other colleagues as and when required.
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
Person Specification
Qualifications and Knowledge
Essential
- Educated to Diploma level qualification or equivalent.
- Advanced Keyboard skills/qualification e.g., RSA 111 (or equivalent).
- In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management, and operational procedures of the Organisation acquired through on the job training, short courses, and experience.
- Evidence of commitment to ongoing personal development.
Experience
Essential
- Experience of working in a complex organisation providing comprehensive administrative/PA service within a team.
- Experience of setting up and using filing/IT systems in a large organisation.
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality.
- Experience of solving problems and issues of a routine and non-routine nature.
Desirable
Skills and Attributes
Essential
- Ability to use the full suite of Microsoft office including virtual platforms.
- Ability to take comprehensive formal minutes and transcriptions.
- Ability to understand and maintain confidentiality.
- Excellent organisation/ time management skills.
- Ability to work to deadlines and deal with competing demands.
- Excellent communication skills.
Desirable
- Usage of systems such as Trac, Sharepoint, Oracle.
Other Role Requirements
Essential
- Ability to travel within geographical area in a timely manner.
- Work flexibly to support the team and other colleagues as and when required.
Desirable
- Welsh Language Speaking/Listening Skills at Level 3 or above
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).
