We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh; any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.
If you are successful at interview for this post, you will receive your conditional offer of appointment and information pack via email. We reserve the right to close this vacancy at any time, therefore we encourage early applications to ensure consideration for this post. If you are shortlisted for this post, you will be contacted via the email account you used to apply, therefore please check your account regularly.
Please check your email account regularly. Successful applicants will receive all recruitment-related correspondence via the email account registered on the application form.
Aneurin Bevan University Health Board supports flexible working.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.
Job Overview
As a member of the Public Health Team, the post holder will provide efficient, effective, and confidential administrative and telephony support for the Public Health Team. The post holder will provide general administrative support contributing to the efficient operation of the Public Health Team.
The post holder will be instrumental in providing administrative support to the Business Management Office (BMO) and wider Public Health Team Managers, including diary management and general office administrative duties, with the opportunity for development of additional Business administration skills. The post holder will be expected to work flexibly to ensure the smooth running of the responsible departments.
Main duties of the job
* Ensuring the designated administrative workload is carried out efficiently and effectively, including prioritising own workload and evaluating ongoing activity to ensure targets are met.
* To work flexibly and seek advice when necessary, while being responsible for managing their own area of work.
* Raise issues outside of designated control to Line Manager or relevant Senior Manager.
* Provide administrative support to the Public Health Team & Managers.
* Provide administrative support to the management of invoices, ensuring invoices are processed and completed to comply with financial requirements.
* To communicate sensitive information diplomatically and professionally.
* Use excellent interpersonal and communication skills in verbal and written interactions.
* Maintain an efficient and effective filing system, both personally and across the shared drive.
* Receive all forms of communication, ensuring they are dealt with appropriately and in a timely manner.
* Act as a point of contact for telephone calls and queries for the Public Health Team as required, ensuring that effective systems are in place to deal with and forward to the relevant member of the team appropriately.
* Contact with internal and external stakeholders for a variety of reasons including meetings and venue arrangements.
* Provide administrative support in relation to Oracle, IT, invoices, and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
Working for our organisation
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary, and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work-life balance, provide occupational health support, and have an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high-quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Qualifications & Knowledge
Essential criteria
* 5 GCSEs or equivalent including English Language.
* Knowledge of administrative procedures and systems, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable experience.
* Good general education.
* Use and knowledge of IT packages and applications, including Microsoft Office.
Desirable criteria
* Knowledge of relevant organisational policies.
* RSA 3 or equivalent typing skill.
* ECDL core modules or equivalent, or willing to work towards.
* Advanced keyboard skills.
Experience
Essential criteria
* Experience of using a variety of Microsoft Office products, including Outlook.
* Experience of working in a busy administrative environment.
* Experience of providing secretarial and administrative support.
* Knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience.
Desirable criteria
* Previous NHS experience.
* Business Support experience, including preparation of agendas, collation of reports, and minute-taking.
* Experience of electronic diary management.
* Experience of providing secretarial and administrative support to a senior manager.
* Experience of online applications (including Oracle, ESR).
Skills & Attributes
Essential criteria
* Excellent communication skills, with highly developed interpersonal skills.
* Excellent organisational skills.
* Professional telephone manner.
* Ability to plan and prioritise workload effectively.
* Attention to detail.
* High regard for confidentiality and ability to apply a sensitive approach.
* Highly motivated.
* Able to work well independently and in a team.
Desirable criteria
* Ability to speak Welsh.
* Ability to use own initiative.
* Excellent time management.
* Flexible to meet demands of the division.
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