About this role
Job summary
To provide and co-ordinate a comprehensive, confidential and high quality secretarial and administrative service for the team. Responsible for the smooth and effective running of the administration and systems of office. The post holder will work on their own initiative, develop administrative systems, manage, and prioritise their workload seeking advice and escalating issues when required.
The post holder will engage with staff at all levels of seniority and therefore will demonstrate effective influencing and persuading, communication and behaviours to ensure that deadlines are met.
Will be the main point of contact for a wide range of staff, external stakeholders and organisations and must ensure that a professional service is maintained at all times.
Main duties of the job
Organise and plan workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order to deliver targets and objectives.
We would particularly welcome applications from Welsh speakers; but even if you don't speak any Welsh, or want to develop your skills, don't worry: the health board will support you with training.
About us
Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.
As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.
To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/. There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.
Job description Job responsibilities
Be proactive in managing electronic diary commitments for self and the team to ensure time is used effectively and take all necessary action to ensure that the Service is aware of appointments, changes etc. Responsible for high-level co-ordination between the public, patients, services and senior managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders. Responsible for producing agendas and papers, taking formal and informal minutes/action notes and distributing them as appropriate ensuring any actions are followed. Manage incoming telephone calls and enquiries, which may be of a complex and sensitive nature, exercising tact and diplomacy and ensure that appropriate action is taken. Ensuring that all calls are greeted bilingually by the team as appropriate.
Manage and prioritise all incoming and outgoing correspondence (hardcopy and electronically) initiating responses on behalf of the team where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met. Source and gather information to in prioritising workload effectively to ensure deadlines are met to support the team. Ensuring that all files and records are stored and retrieved appropriately. Implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office. Responsible for ensuring the provision of a high quality and timely word processing service (utilising all Microsoft Office packages) when producing correspondence, reports, emails, project plans and spreadsheets. Produce PowerPoint presentations for use by the team within the Service. Responsible for an effective communication system by creating and maintaining a database of key contacts for the relevant work-streams within the department for liaison with colleagues in other partner and stakeholder organisations, e.g. Health Boards, Welsh Government. Manage and co-ordinate the administration function of conferences and complex meetings which involves securing key speakers, negotiating with venues in order to provide a cost-effective event, organising travel, accommodation and catering, ordering and setting up of media equipment and composing and preparing pack materials as required by the team. Create and maintain effective working relationships with staff at all levels, internal and external, NHS and non-NHS organisations across the whole health economy, locally and nationally. Provide and organise cover arrangements as necessary to ensure office functions are organised effectively during periods of leave or sickness. Ensure visitors and guests to the office are received in a welcoming and professional manner Responsible for updating electronic/hard copy information systems as requested. This will include reporting and co-ordinating activities in relation to the use of the system, such as data quality, to support the service. Provide and receive complex and sensitive information concisely ensuring all relevant issues are understood by recipients. Persuade, motivate and negotiate with other internal and external contacts when necessary. Good verbal communication skills including the ability to persuade motivate and influence others into taking a different course of action. Good written communication skills including the ability to summarise complex information in a concise and effective manner. High standard of accuracy in all written communications.
Communicate sensitive and confidential issues in an appropriate manner. Manage incoming telephone calls and enquiries and ensure appropriate action is taken. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action. Prioritise and summarise e-mails and reports drafting responses on behalf of the team when required. Be able to travel across the Health Boards geographical area if required. able to work under pressure to meet strict deadlines. Demonstrate excellent interpersonal and communication skills with internal and external stakeholders. Demonstrate positive behaviours in line with PTHB Values. Work confidentially on complex reports/information to summarise and produce presentations on behalf of the Service. Make a key contribution to ensure the continued development of the service and maintain a knowledge and understanding of current legislation, policies, procedures, codes of practice and guidelines. Support the co-ordination and the preparation of reports including complex reports requiring the collation and formatting of data from different sources. Have a good working knowledge of Health Board policies, procedures and protocols. Undertake and complete all necessary mandatory training Initiate and compile annual leave records and planners for the service direct reports, record sickness and absence and support the in the maintenance of staff records.
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 on Trac.
Person Specification
Qualifications and/or Knowledge Essential
Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence HND or NVQ Level 3 / or equivalent level qualification/experience plus literacy and numeracy at L2 Advanced keyboard skills eg RSA level III
Desirable
ECDL or equivalent
Experience Essential
Significant demonstrable proven experience of working in an office in an administrative role Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence Minute taking and recording Experience of working autonomously Working knowledge of MS Office Suite Awareness of policies and procedures relating to dealing with confidential data both personal and organisational Thorough understanding of secretarial procedures Working knowledge of filing/data systems including records management Knowledge of administrative and organisational procedures, acquired through training and Planning and organisational skills
Desirable
Supervisory experience Audio typing Working in an NHS environment Detailed working knowledge of WCCIS Experience of analysing and interpreting data e.g. WCCIS to identify trends to inform remedial action Some ability to speak, read and/or write Welsh, or an eagerness to learn.
Aptitude & Abilities Essential
Planning and organisational skills Ability to work to deadlines and under pressure Able to work within a team Ability to work on own initiative Good time keeping Willingness to learn and develop skills
Desirable
Ability to speak Welsh Continued Personal Development
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.
Certificate of Sponsorship 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 Powys Teaching Health Board
Address Powys Teaching Health Board, Spa Road Building
Spa Road East
Llandrindod Wells
LD1 5HA
Employer's website https://pthb.nhs.wales/working-for-us/ (Opens in a new tab)