Personal Assistant and Administrator – Quality and Patient Safety

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 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

Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process

Job overview

We are looking for an enthusiastic, dynamic and highly organised individual to join our Medical Director’s Quality and Patient Safety Team. You will act as personal assistant to the Assistant Director for Quality and Patient Safety and provide high-level administrative and secretarial support to the senior management team, operating as secretariat lead within the department.

You will be at ease in developing effective relationships with managers, teams, and colleagues, and facilitating effective and timely communication with professionalism and sensitivity.

Main duties of the job

• Communication: Act as the central point of contact for the Quality and Patient Safety team, handling enquiries and correspondence professionally and communicating complex, sensitive information diplomatically. Use excellent interpersonal and communication skills in all verbal and written interactions, negotiating and using persuasive skills as required.
• Patient Safety Leadership Walkarounds: Hold specific responsibility for the administration and co-ordination of Executive Patient Safety Walkarounds, accompanying the Executive Directors on these and in providing write-ups and follow-up support.
• Administrative Support: Efficiently manage record keeping, data entry, filing, and electronic systems.
• Meeting Coordination: Arrange, service, and attend meetings, including preparation and circulation of agendas and minute taking. This will include undertaking the preparation detailed documents and reports presenting data and statistics infographics.
• Event Organisation: Support the organisation of training and team building events, workshops, conferences and forums.
• Finance Management: Process invoices and manage records of expenditure.
• Team Support: Assist in recruitment processes and provide day-to-day supervision and coordination to less experienced staff.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

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

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

Academic Qualifications

• GCSE Grades A to C (or equivalent) in both English and Maths

General Criteria

• Knowledge, training and experience in administrative practice to Vocational Level 3
• Demonstrable advanced word processing/keyboard skills
• Proficiency in using Microsoft Office 365 applications
• Proficiency in using NHS data management systems
• Ability in preparing agendas and papers for meetings and in note taking, and minuting
• Experience in supporting a team of people as a team player

• Certificate of experience in computer use skills, e.g. ECDL
• Skill in shorthand or equivalent
• Experience in editing SharePoint based web pages

Personal Qualities

• Excellence in interpersonal skills
• Excellence in self-organisation skills
• Ability to operate under pressure in a busy team environment

• Aptitude and appetite for learning new skills

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.