Job summary
- Main area
- Administrative Services
- Grade
- Band 4
- Contract
- Permanent and Fixed term/Secondment for 12 months due to maternity cover
- Hours
- Full time - 37.5 hours per week (Monday - Friday)
- Job ref
- 028-AC217-0624
- Employer
- Public Health Wales NHS Trust
- Employer type
- NHS
- Site
- Red Dragon Court
- Town
- Bridgend
- Salary
- £25,524 - £28,010 per annum
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
Employer heading
National Programme Support
Band 4
Welcome to the NHS Wales Executive, a new national support function, operational from 1 April 2023
Our key purpose is to…
Drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.
To find out more visit NHS Wales Executive.
Our values
Working together, with trust and respect, to make a difference
Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English. To support our all Wales service, we particularly welcome applications from Welsh speakers.
Job overview
The Six Goals for Urgent & Emergency Care Team are seeking a Band 4 National Programme Support to cover a 12 month period of maternity leave on a fixed term or secondment basis. We are a supportive team who are looking for an individual with drive and ambition to help us improve urgent and emergency care services across Wales.
The successful candidate will have experience in a range of business administration duties and possess a keen eye for detail. They will need to have the ability to work on their own initiative, meet tight deadlines, have prior experience of minute taking and have the ability to build professional relationships with a range of stakeholders.
This role encompasses agile working, with the office base being Red Dragon Court in Bridgend. There may also be a need to travel to other sites on occasions.
Main duties of the job
The postholder will provide a full and co-ordinated business administrative and secretarial support to the Six Goals Senior Team in addition to the wider team across a range of projects and workstreams; therefore the successful applicant will have exceptional organisational and communication skills and be capable of working independently and under pressure to meet deadlines.
As well as supporting meetings and producing agendas, accurate minutes and action notes, the successful candidate will be working on project related documents and have the opportunity to work with senior managers and clinicians within Health Boards as well as colleagues within Welsh Government.
The successful candidate must have an excellent knowledge of secretarial procedures and systems in addition to Microsoft Office. The role will involve arranging complex meetings and events with senior colleagues and so experience of diary management is essential.
Working for our organisation
The NHS Executive works in partnership for and on behalf of Welsh Government, in and with the NHS in Wales and is hosted by Public Health Wales.
Our key purpose is to drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.
We do this by providing strong leadership and strategic direction – enabling, supporting, and directing NHS Wales to transform clinical services in line with national priorities and standards.
To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/
For guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Detailed job description and main 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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person specification
Qualifications and Knowledge
Essential criteria
- Excellent knowledge of secretarial procedures and systems.
- Good standard of general education with a minimum of 4 GCSE’s including English and Mathematics.
- Excellent and thorough knowledge of MS Office Suite including Word, Excel, Microsoft Teams and Powerpoint.
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Thorough understanding of administrative procedures.
- Working knowledge of filing/data systems including records management.
Desirable criteria
- Advanced ECDL
- Knowledge of databases and GANTT charts
Experience
Essential criteria
- Experience of minute taking at multi-professional meetings
- Experience of working autonomously
- Experience of organising meetings and events.
- Experience of dealing with the public and professionals from different organisations.
- Experience of producing agendas, papers and drafting reports for meetings
Desirable criteria
- Experience of working in the NHS
- Experience of using the Oracle ordering system or placing orders and processing invoices
Skills and Attributes
Essential criteria
- Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint.
- Ability to demonstrate understanding and application of our workplace values, together with the underpinning behaviours identified for success in this role
- Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence.
- Ability to work to deadlines and under pressure.
- Respect Confidentiality
- Proven ability to meet tight deadlines
- Ability to establish good working relationships with colleagues, key stakeholders and partner organisations.
- Demonstrate excellent organisational and administrative skills, including attention to detail and high standards of accuracy
- Proven ability to make decisions as well as use own initiative.
- Ability to prioritise workload effectively
- Excellent written/verbal communication and interpersonal skills
- Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop the role
- Capacity to adapt changes to working practices quickly
- Self-motivated, enthusiastic and approachable
- Exhibit diplomacy and interpersonal skills with ability to interact with people of all levels and background
- Ability to analyse and interpret data and information and recommend solutions to problems
Desirable criteria
- Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Clare Dauncey
- Job title
- Executive Assistant
- Email address
- [email protected]
- Telephone number
- 07854 638351
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