Personal Assistant and Administrator – Quality and Patient Safety
Band 4
We encourage applications from all with protected characteristics, including disabled and neurodiverse candidates 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.
Each job advert includes the relevant manager’s contact details, and you are encouraged to discuss any adjustments you may require directly with them. There is no obligation to disclose any personal or medical information—simply let us know what support would help you to participate fully.
Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments or support needed. If you need any documents in a larger font or a different format (such as braille) please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3 or email abb.vacancyrequests@wales.nhs.uk.
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.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.
The Agenda for Change Pay Award for 2026/27 is effective from 1 st April 2026.
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.
Situated at the very heart of a dynamic team, which is dedicated to improving the quality and safety of care across our Health Board under our Medical Director’s Quality and Patient Safety portfolio, you will be a central point of contact for staff working on projects and process-based activities. 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
Key Responsibilities
Serve as the central point of contact for the Quality and Patient Safety team, managing enquiries and correspondence with professionalism and conveying complex or sensitive information with tact. Apply strong interpersonal and communication skills in all written and verbal interactions, using negotiation and persuasive abilities when required.
Take responsibility for coordinating and administering Executive Patient Safety Leadership Walkarounds, accompanying Executive Directors, producing high‑quality write‑ups, and ensuring timely follow‑up actions.
Provide efficient administrative support through accurate record keeping, data entry, filing, and maintaining electronic systems. Coordinate and service meetings, including organising agendas, preparing papers, circulating documents, and taking clear and concise minutes. This includes producing detailed reports, data summaries, and visual materials such as infographics.
Support the organisation of training sessions, team‑building activities, workshops, conferences, and forums. Manage financial administration by processing invoices and maintaining expenditure records.
Assist with recruitment processes and offer day‑to‑day supervision, guidance, and coordination to less experienced team members.
The ability to speak Welsh is desirable; applications from English and/or Welsh speakers are welcomed.
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
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.
Interviews will be held in person. Applicants who are unable to attend an in‑person interview need not apply. Interviews will include a short written/computer‑use test.
Person specification
Qualifications
* GCSE Grades A to C (or equivalent) in both English and Maths
Knowledge/Experience
* 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
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.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Contact Information
Name: Leeanne Lewis
Job title: Assistant Director for Quality and Patient Safety
Email: leeanne.lewis@wales.nhs.uk
Telephone: 01633 623450
For further details or informal visits contact:
Leeanne Lewis 01633 623450 or Richard Stubbs 07904 387481
Email: leeanne.lewis@wales.nhs.uk or richard.stubbs@wales.nhs.uk
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