Business Support Officer - Newbridge - ref. c81573019
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 short listed for this post, you will be contacted via your email account you used to apply for this post, 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 support flexible working.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process
Job overview
The ABUHB Primary & Community Care Academy (PCCA) and Neighbourhood Care Network (NCN) Office are offering an exciting opportunity to join the teams as a Business Support Officer. The post holder will provide essential business support for the delivery of education & training to Primary & Community Care staff and support the vital work of the NCN Development Office.The post holder will provide a highly efficient, professional and confidential administrative support to the Senior Management Team for the PCCA and ACD/NCN Development Programme.
This post is fixed term/secondment for 14 months to meet the needs of the service.
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.
Main duties of the job
The Business Support Officer will be instrumental in:
- Organising education and training events delivered through the Primary ad Community Care Academy
- Dealing with course booking enquiries and maintaining information on the booking platform
- Creating course advertisements and maintaining course information on the Academy course advertising platform
- Processing invoices from suppliers
- organising meetings and providing administrative support, preparing documentation
- liaising with key stakeholders including members of the public, division and health board
- providing support to functions undertaken by the NCN Development Office.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 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. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Detailed job description and main responsibilities
As a member of the Primary and Community Care Academy (PCCA) and the NCN Development Office, the post holder will provide a highly efficient, professional and confidential administrative support to the Senior Management Team for the PCCA and ACD/NCN Development Programme.
The post holder will be instrumental in organising meetings and providing administrative support, preparing documentation, liaising with key stakeholders including members of the public, division and health board whilst providing support to functions undertaken by the NCN Development Office.
The role is split between Primary and Community Care Academy (0.6) and NCN Development Office (0.4). The post holder will be expected to work flexibly in order to ensure the smooth running of the PCCA and the NCN Development Office.
§ Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
§ To work flexibly and to seek advice when necessary, but will be responsible for managing their own area of work.
§ To use own initiative and judgement to forward issues raised in order to instigate responsive action and be competent in deciding when to escalate an issue to the relevant Senior Manager.
§ To be responsible for arranging meetings, preparing papers, and all correspondence.
§ There will be a regular requirement to take, transcribe minutes, and create reports, documents, and drawings using IT packages (including Medtribe, Padlet, Word, Excel, Outlook, Power Point, and Publisher), using advanced keyboard skills.
§ Provide diary management and secretarial support to members of the PCCA Management Team, including support for online applications.
§ Provide administrative support to the wider NCN Development Programme.
§ Use excellent interpersonal and communication skills in all verbal and written interactions and be able to negotiate and to use persuasive skills as required.
§ Ensure maintenance of divisional databases as required.
§ To produce reports scheduled as required.
§ Provide administrative support to the management of invoices, ensuring invoices are processed and completed to comply with financial requirements.
§ Support functions undertaken by the NCN Development Office.
§ To communicate sensitive information diplomatically and professionally.
§ Provide co-ordination and management of electronic diaries for the Strategic Change Senior Management Team, using autonomy for meeting arrangement and acceptance and ensuring relevant papers are prepared and received.
§ Provision of full meeting support, including arrangement, drafting and circulation of agenda’s and papers, minuting and transcription and action log maintenance.
§ Process incoming and outgoing mail and ensure prompt action by relevant managers.
§ 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 PCCA and NCN Development Office, ensuring that effective systems are in place to deal with and forward to the relevant member of the team appropriately.
§ Draft responses to correspondence as required by the Senior Management Team.
§ Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
§ Support the maintenance of PCCA booking, PCCA course advertising and NCN Development Intranet pages and update as instructed.
§ Ensure provision and maintenance of suitable audio, visual, electronic equipment, reporting faults as necessary.
Person specification
Seretarial / Adminstrative / IT systems
Essential criteria- Knowledge of secretarial procedures and systems
- Extensive use and knowledge of IT packages and applications
- Business Support experience
- Excellent communication skills,
Experience
Essential criteria- Business support experience
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.