Job summary THIS POST IS FIXED TERM/SECONDMENT FOR 18 MONTHS DUE TO FUNDING. IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST. The Education Centre Team is a cohesive team of managers and administrators, who work closely together to coordinate, develop and continually improve the educational experience and environment for our trainees, medical students and wider Health Board workforce.Swansea Bay University Health Board are seeking to appoint an enthusiastic and dynamic Senior SIFT Project Support Officer to join the Medical Education Teams.The successful applicant will be required to provide a high quality comprehensive professional and confidential administrative support in the delivery of a number of projects including administration for the Health Board SIFT Finance Group. The successful applicant will be able to demonstrate excellent IT, communication and organisational skills. It is strongly advised that you contact us when applying for this post. For an informal discussion please contact Sade Bewsher-Griffiths, Deputy Head of Education & Learning by emailing Sade.Bewsher-Griffithswales.nhs.uk Main duties of the job The post holder will act as the main channel of communication between the Core SIFT Finance Group, colleagues within the service, Senior Colleagues in the Health Board, other NHS Organisations, and other external partners including Swansea University. The post holder will be responsible for managing their own workload and will be given delegated responsibility for managing certain aspects of the SIFT project. This will include overseeing delegated activities and ensuring that timescales are being met. The post-holder will exercise judgement and discretion in the day-to-day handling, monitoring and filtering of emails, appointments and enquires. The post holder will provide senior administration support to the Core SIFT faculty, including diary management, data entry, report and letter writing and minute taking as needed. To provide assistance and support to all Education Centre Team activities as and when required and will work smoothly across the teams supporting in the area of most need. The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply. 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. Date posted 05 November 2024 Pay scheme Agenda for change Band Band 5 Salary £30,420 to £37,030 a year £28,834 - £35,099 per annum Contract Fixed term Duration 18 months Working pattern Full-time Reference number 130-AC278-0724-A Job locations Morriston Hospital Swansea SA6 6NL Job description Job responsibilities To assist in the organisation and project planning of delegated projects. To provide a robust administrative service to the Core SIFT Finance Group. Provide senior administration support to the Core SIFT faculty, including diary management, data entry, report and letter writing and minute taking as needed. To action and manage all correspondence received and sent on behalf of the Core SIFT Finance Group, and manage emails appropriately. To prioritise duties, ensuring that all deadlines are met. To lead on delegated aspects of projects as agreed with the Line Manager. To effectively plan and manage delegated aspects of the project. Service Delivery Effectively manage delegated aspects of project. The post holder will be responsible for overseeing delegated activities and will need to ensure that they are delivered In line with project timescales. Assists the Project Lead in the effective planning and delivery of national projects. Analyse a range of plans relating to SIFT and prepare reports for the Core SIFT Finance Group. The post holder will need to identify when projects are not achieving key milestones and escalate to the Line Manager. To analyse a range of information relating to SIFT and identify key trends and potential issues. The post holder will need to identify issues and make recommendations on how they should be resolved. To carry out a range of administrative duties that support the Core SIFT Finance Group. Play a major role in the development and on-going maintenance of communication mediums such as the new SBUHB website, intranet, social media in partnership with external stakeholders. To assist with the writing, planning and development of agendas for meetings, action logs and other documentation to support the service. Maximise the use of desktop technology.to Improve operational efficiency and office processes. To be confident in the use of a wide range of computer equipment, e.g. fax, photocopier, laminating and binding machines. Co-ordinate and administer planned and ad hoc health campaigns within the Health Board, including publicity by various methods, e.g. intranet, email, posters etc. Undertake general clerical duties, including filing correspondence both manually and electronically. Arrange Internal and external meetings, workshops and conferences, including liaison with meetings/conferences plus travel and accommodation arrangements. Attend meetings, which may sometimes be on a different site, take and transcribe minutes, where necessary. To produce accurate and well-presented correspondence, reports, letters, etc. Proof reading correspondence/documents to ensure correctness before submission. Management of the diary for the Core SIFT Group members, by scheduling appointments/meetings as requested, and to bring forward relevant files as required. Prioritise workload and resolve conflicting diary requirements. Liaise and work alongside colleagues within the service and provide administrative support as and when required. 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 To assist in the organisation and project planning of delegated projects. To provide a robust administrative service to the Core SIFT Finance Group. Provide senior administration support to the Core SIFT faculty, including diary management, data entry, report and letter writing and minute taking as needed. To action and manage all correspondence received and sent on behalf of the Core SIFT Finance Group, and manage emails appropriately. To prioritise duties, ensuring that all deadlines are met. To lead on delegated aspects of projects as agreed with the Line Manager. To effectively plan and manage delegated aspects of the project. Service Delivery Effectively manage delegated aspects of project. The post holder will be responsible for overseeing delegated activities and will need to ensure that they are delivered In line with project timescales. Assists the Project Lead in the effective planning and delivery of national projects. Analyse a range of plans relating to SIFT and prepare reports for the Core SIFT Finance Group. The post holder will need to identify when projects are not achieving key milestones and escalate to the Line Manager. To analyse a range of information relating to SIFT and identify key trends and potential issues. The post holder will need to identify issues and make recommendations on how they should be resolved. To carry out a range of administrative duties that support the Core SIFT Finance Group. Play a major role in the development and on-going maintenance of communication mediums such as the new SBUHB website, intranet, social media in partnership with external stakeholders. To assist with the writing, planning and development of agendas for meetings, action logs and other documentation to support the service. Maximise the use of desktop technology.to Improve operational efficiency and office processes. To be confident in the use of a wide range of computer equipment, e.g. fax, photocopier, laminating and binding machines. Co-ordinate and administer planned and ad hoc health campaigns within the Health Board, including publicity by various methods, e.g. intranet, email, posters etc. Undertake general clerical duties, including filing correspondence both manually and electronically. Arrange Internal and external meetings, workshops and conferences, including liaison with meetings/conferences plus travel and accommodation arrangements. Attend meetings, which may sometimes be on a different site, take and transcribe minutes, where necessary. To produce accurate and well-presented correspondence, reports, letters, etc. Proof reading correspondence/documents to ensure correctness before submission. Management of the diary for the Core SIFT Group members, by scheduling appointments/meetings as requested, and to bring forward relevant files as required. Prioritise workload and resolve conflicting diary requirements. Liaise and work alongside colleagues within the service and provide administrative support as and when required. 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 or experience Desirable Project management qualification Experience Essential Experience of administrating projects and programmes Desirable Experience of committee work, including inviting attendees, venues, preparation of agendas, collation of reports and minute taking. Person Specification Qualifications Essential Educated to degree level or equivalent or experience Desirable Project management qualification Experience Essential Experience of administrating projects and programmes Desirable Experience of committee work, including inviting attendees, venues, preparation of agendas, collation of reports and minute taking. 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). 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. 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 Swansea Bay University Health Board Address Morriston Hospital Swansea SA6 6NL Employer's website https://sbuhb.nhs.wales/ (Opens in a new tab)