Job summary
To provide comprehensive, efficient, organised and confidential personal administrative support to the Director of Nursing & Patient Experience, Deputy Directors and Senior Team, exercising judgement to make robust decisions using initiative and levels of authority agreed with the Director, and to work closely with the Corporate Nursing Team, Executive Team colleagues and the office of the CEO and Chair
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Main duties of the job
To work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate.
Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist.
Responsibility for the planning, organisation and co-ordination of meetings including multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers.
Acting as the first point of contact for the Department
Responsible for maintaining the Director's diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Director's absence.
Receiving, prioritising, and actioning where appropriate, the Director's correspondence
Providing information for reports / presentations to strict deadlines
Responsibility for the procurement process for the Director's Department using ORACLE,
Liaising with colleagues to ensure that temporary EPA cover is in place during periods of annual leave or sickness absence. This will include comprehensive handover arrangements whenever possible
About us
We believe staff are our best asset and wewant 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 ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand 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 thatour 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
Support to DirectorTo work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate. This will include responses to senior staff, including Board Members, Senior Healthcare Partners and the Welsh Government.
To analyse and interpret complex facts and situations as necessary to prepare draft responses on behalf of the Director.Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist.Maintaining an up to date knowledge of prevailing and ongoing NHS initiatives affecting Health Boards and to provide the Director with documents as soon as they are published.To provide appropriate research support to the Director to assist in work including searches across a wide range of information including historical records, the Internet and library facilities, which involves evaluating and assessing multifaceted issues, comparing a range of options in order to prepare draft reports.Responsibility for the planning, organisation and co-ordination of meetings including arrangements for workshops and off site venues, ensuring catering and equipment provision is in place, plus organising speakers as and when required.Responsible for the planning and co-ordination of multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers in a timely manner and the taking and transcribing of formal minutes.To ensure that ad hoc projects are undertaken efficiently and within appropriate timescales, which involves planning and co-ordinating specific project elements in line with organisational requirementsTo deal professionally with, communicate and action independently, complex and sensitive information received from staff, patients and members of the publicActing as the first point of contact for the Department, responsible for screening all communications, including highly sensitive, confidential and complex matters.Responsible for maintaining the Directors diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Directors absence.Required to implement policies and propose changes to working practices that improve the effectiveness of administration processes to support efficient service delivery.Attending meetings with the Director, ensuring all supporting documentation is available, recording accurate formal minutes, ensuring prompt distribution.
Booking attendance at Conferences and meetings, arranging appropriateaccommodation and travel.Exchange complex information both internally and externally and exercise judgment to resolve difficult situations/issues upon behalf of the Director, as appropriate.Receiving, prioritising, and actioning where appropriate, the Directors correspondenceincluding electronic mail.Regular requirement to develop and create reports, briefing documentation, presentations using computer software.Providing information for reports / presentations to strict deadlines, ensuring quality and accuracy of typing is maintained at all times.Ensuring the appropriate cascading of communications throughout the organisation in the absence of the Director.Supporting members of the Directors Department with day-to-day queries.Office managementTo manage that process for the collation, production and submission of Health Board,Board Committee and Executive Board papers within designated timescales.Use of advanced IT packages in order to undertake all word processing duties, including databases, spreadsheets, graphical displays and the preparation of presentations.Management of electronic mail for the Director.Development of administrative policies in relation to the administrative functions of the department.Responsibility for the recording and management of annual leave cards, travel claims and sickness records for the department
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
Support to DirectorTo work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate. This will include responses to senior staff, including Board Members, Senior Healthcare Partners and the Welsh Government.
To analyse and interpret complex facts and situations as necessary to prepare draft responses on behalf of the Director.Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist.Maintaining an up to date knowledge of prevailing and ongoing NHS initiatives affecting Health Boards and to provide the Director with documents as soon as they are published.To provide appropriate research support to the Director to assist in work including searches across a wide range of information including historical records, the Internet and library facilities, which involves evaluating and assessing multifaceted issues, comparing a range of options in order to prepare draft reports.Responsibility for the planning, organisation and co-ordination of meetings including arrangements for workshops and off site venues, ensuring catering and equipment provision is in place, plus organising speakers as and when required.Responsible for the planning and co-ordination of multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers in a timely manner and the taking and transcribing of formal minutes.To ensure that ad hoc projects are undertaken efficiently and within appropriate timescales, which involves planning and co-ordinating specific project elements in line with organisational requirementsTo deal professionally with, communicate and action independently, complex and sensitive information received from staff, patients and members of the publicActing as the first point of contact for the Department, responsible for screening all communications, including highly sensitive, confidential and complex matters.Responsible for maintaining the Directors diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Directors absence.Required to implement policies and propose changes to working practices that improve the effectiveness of administration processes to support efficient service delivery.Attending meetings with the Director, ensuring all supporting documentation is available, recording accurate formal minutes, ensuring prompt distribution.
Booking attendance at Conferences and meetings, arranging appropriateaccommodation and travel.Exchange complex information both internally and externally and exercise judgment to resolve difficult situations/issues upon behalf of the Director, as appropriate.Receiving, prioritising, and actioning where appropriate, the Directors correspondenceincluding electronic mail.Regular requirement to develop and create reports, briefing documentation, presentations using computer software.Providing information for reports / presentations to strict deadlines, ensuring quality and accuracy of typing is maintained at all times.Ensuring the appropriate cascading of communications throughout the organisation in the absence of the Director.Supporting members of the Directors Department with day-to-day queries.Office managementTo manage that process for the collation, production and submission of Health Board,Board Committee and Executive Board papers within designated timescales.Use of advanced IT packages in order to undertake all word processing duties, including databases, spreadsheets, graphical displays and the preparation of presentations.Management of electronic mail for the Director.Development of administrative policies in relation to the administrative functions of the department.Responsibility for the recording and management of annual leave cards, travel claims and sickness records for the department
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
Essential
- Educated to degree level or equivalent demonstrable knowledge and experience
- Extensive use and knowledge of IT packages and applications, including Microsoft Office
Desirable
- ECDL or equivalent IT qualification
Experience
Essential
- Relevant previous experience in a similar role
- Experience in effective work delegation and training other members of staff
- Experience of providing Project Management
- Experience of working and building relationships with a wide range of stakeholders including senior personnel both internal and external.
Desirable
- Knowledge of NHS structures and processes Understanding of medical terminology
Aptitude and abilities
Essential
- Excellent organisational skills to work unsupervised ability to prioritise workload effectively Ability to negotiate with a diverse range of people across the whole Health Board and externally considering and overcoming barriers to communication to improve consistency in the understanding of complex information.
- Ability to use the full suite of Microsoft Office including virtual platforms/dashboards Able to maintain strict confidentiality to use own initiative and demonstrate assertiveness when necessary
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
- Ability to travel within geographical area. Able to work hours flexibly.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent demonstrable knowledge and experience
- Extensive use and knowledge of IT packages and applications, including Microsoft Office
Desirable
- ECDL or equivalent IT qualification
Experience
Essential
- Relevant previous experience in a similar role
- Experience in effective work delegation and training other members of staff
- Experience of providing Project Management
- Experience of working and building relationships with a wide range of stakeholders including senior personnel both internal and external.
Desirable
- Knowledge of NHS structures and processes Understanding of medical terminology
Aptitude and abilities
Essential
- Excellent organisational skills to work unsupervised ability to prioritise workload effectively Ability to negotiate with a diverse range of people across the whole Health Board and externally considering and overcoming barriers to communication to improve consistency in the understanding of complex information.
- Ability to use the full suite of Microsoft Office including virtual platforms/dashboards Able to maintain strict confidentiality to use own initiative and demonstrate assertiveness when necessary
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
- 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).
