Job summary
THIS POST IS FIXED TERM/SECONDMENT FOR 24 MONTHS DUE TO NEED OF THE SERVICE
We are seeking a highly organized and proactive Personal Assistant / Senior Administrative Officer to join our dynamic team as we support the organisations financial recovery and sustainability. This role is pivotal in providing comprehensive administrative support to our senior management team, ensuring the smooth and efficient operation of our services.
This is an exciting opportunity to join a new team that supports and works across all areas of the health board.
Key Responsibilities:o Provide high-level administrative support to senior management, including diary management, meeting coordination, and minute-taking.o Handle confidential information with discretion and professionalism.o Prepare reports, presentations, and correspondence.o Coordinate and manage projects, ensuring deadlines are met.o Liaise with key stakeholders, maintaining effective communication channels.o Assist in the planning and organization of events and meetings.o Perform other administrative duties as required to support the team.
Main duties of the job
The post holder will provide a comprehensive, efficient, and effective high quality administrative service and be the first point of contact for the Service and Team, ensuring a professional and positive attitude at all times and will:
Organise and plan the 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.
Participate and contribute towards the development of electronic working models in order to maximise the benefits of desktop technology and improve processes across the Service dealing with correspondence emails, letters, reports,memos, faxes, complaints, and requests from internal and external bodies. Using own judgement to initiate and prepare responses on behalf of management or respond directly as appropriate. Ensuring all responses are provided within the required timescales.
Work autonomously through working day and manage workload effectively undertaking other duties/projects as be required
About us
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply
Person Specification
Qualification & Knowledge
Essential
- Educated to Diploma level qualification or 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.
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 confidential information, prioritising, and responding appropriately
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality
Aptitude and abilities
Essential
- Adhere to and can demonstrate SBU Values & Behaviours
- Ability to use the full suite of Microsoft office including virtual platforms
- Ability to take comprehensive formal minutes and transcriptions
- Able to understand and maintain confidentiality.
- Excellent organisation/time management and communication skills.
- Ability to provide an efficient, prompt, and accurate secretarial service
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Ability to travel within geographical area
- Able to work hours flexibly
Person Specification
Qualification & Knowledge
Essential
- Educated to Diploma level qualification or 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.
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 confidential information, prioritising, and responding appropriately
- Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality
Aptitude and abilities
Essential
- Adhere to and can demonstrate SBU Values & Behaviours
- Ability to use the full suite of Microsoft office including virtual platforms
- Ability to take comprehensive formal minutes and transcriptions
- Able to understand and maintain confidentiality.
- Excellent organisation/time management and communication skills.
- Ability to provide an efficient, prompt, and accurate secretarial service
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Ability to travel within geographical area
- Able to work hours flexibly
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).
Employer details
Employer name
Swansea Bay University Health Board
Address
Swansea Bay University Health Board Headquarters
1 Talbot Gateway
Port Talbot
SA12 7BR
Employer's website
https://sbuhb.nhs.wales/ (Opens in a new tab)
