PA / Medical Secretary to the Medical Director
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.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job overview
The post holder will provide a comprehensive, efficient, and effective high quality administrative service and be the first point of contact for the Service and Team, ensuring a professional and positive attitude at all times and will:
- Organise and plan the daily schedules, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times.
- Assist the Managers and Team in undertaking projects and tasks to support their workload and provide accurate and well-presented correspondence, reports, and letters.
- Participate and contribute towards the development of electronic working models in order to maximise the benefits of desktop technology and improve processes across the Service dealing with correspondence emails, letters, reports, memos, faxes, complaints, and requests from internal and external bodies. Using own judgement to initiate and prepare responses on behalf of management or respond directly as appropriate. Ensuring all responses are provided within the required timescales.
Work autonomously through working day and manage workload effectively undertaking other duties/projects as be required
Main duties of the job
Maintain effective procedures and systems for recording and filing
information. Establish and maintain diaries, ensuring they are
regularly kept up to date this will involve complex scheduling and
re-arranging of diaries
Organise and schedule complex meetings, ensuring that;Attendees informed, venue is organised, with refreshments if
required
Any relevant documents are prepared and circulated prior to the
meeting
Take formal minutes, ensuring that they are accurately typed and
distributed promptly meeting strict deadlines.
Assist in the co-ordination and production of strategic reports i.e.
Monthly papers whilst working within a busy environment with
frequent interruptions.
There will be an requirement to travel to other sites of the Health
Board
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.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and 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 that our 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.
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person specification
Qualifications
Essential criteria- Educated to Diploma level qualification or Advanced Keyboard skills/qualification e.g. RSA 111 (or equivalent) plus 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.
- Experience of working in a complex organisation providing comprehensive administrative/PA service within a team
- 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 and to maintain a high standard of confidentiality
- Ability to use the full suite of Microsoft office including virtual platforms
- Ability to take comprehensive formal minutes and transcriptions
- Excellent organisation/time management and communication skills.
- Ability to provide an efficient, prompt, and accurate secretarial service
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Aptitudde and Abilities
Essential criteria- Able to understand and maintain confidentiality.
- Ability to travel within geographical area.
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. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
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 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.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK.If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.