Personal Assistant/Senior Administrative Officer
Band 4
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
Swansea Bay University Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.
Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2024/2025 and will be implemented in November 2024 backdated to 1st April 2024 where applicable.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
An exciting new opportunity has arisen to join our busy team within Pharmacy & Medicines Management.
We are looking to recruit full time (37.5 hours per week). The successful candidate will need to be able to organise and prioritise their own workload, work on their own initiative, and should have prior administrative experience. The role will provide essential support to the Divisional Senior Leadership Team.
In addition to supporting the Senior Leadership Team, you will also work in close partnership with members of the wider team by providing a range of administrative and business support.
This role will give you the opportunity to work within and across a wide variety of teams, activities, and projects, developing your knowledge and skills within the health board.
The successful candidate will have good numeracy skills, office administration experience, and a good knowledge of all Microsoft Office packages, especially MS Teams and Excel.
If you are driven, enthusiastic, and suitably qualified, this post will offer an exciting new challenge with development and career progression opportunities.
Main duties of the job
1. Deliver high-level administrative support to the Divisional Senior Leadership Team.
2. Maintain the highest level of professionalism, judgement, discretion, and diplomacy.
3. Stay calm under pressure and manage multiple priorities effectively.
4. Exhibit exceptional attention to detail in all tasks.
5. Work independently and unsupervised to deliver comprehensive services.
6. Prioritise numerous tasks and meet tight deadlines.
7. Handle sensitive and confidential information with the utmost integrity.
8. Facilitate communication and coordination among the Senior Leadership Team and other stakeholders.
9. Organise meetings, travel arrangements, and prepare relevant documentation.
10. Ensure efficient and effective office operations.
11. The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Working for our organisation
We believe staff are our best asset and we want 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.
We are an inclusive employer and welcome applications from everyone regardless of their background.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
Detailed job description and main responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
Person specification
Qualifications & Knowledge
* Educated to Diploma level qualification or Advanced Keyboard skills/qualification e.g. RSA 111 (or equivalent).
* In-depth and detailed knowledge and understanding of corporate procedures, the structure, policies, plans, regulations, management, and operational procedures of the Organisation acquired through on-the-job training, short courses, and experience.
* Evidence of commitment to ongoing personal development.
Experience
* Experience of working in a complex organisation providing comprehensive administrative/PA service within a team.
* Experience of setting up and using filing/IT systems in a large organisation.
* Experience of dealing with confidential information, prioritising, and responding appropriately.
* Experience of dealing with members of staff/the public and external bodies professionally and sensitively while maintaining a high standard of confidentiality.
Aptitude and abilities
* Ability to use the full suite of Microsoft Office including virtual platforms.
* Ability to take comprehensive formal minutes and transcriptions.
* Able to understand and maintain confidentiality.
* Excellent organisation/time management and communication skills.
* Ability to provide an efficient, prompt, and accurate secretarial service.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users' experience. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010.
We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability, please contact the Recruitment Team, who will agree on a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.
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