Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
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
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
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
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
Maintain effective procedures and systems for recording and filing information.
Develop and control administrative systems to assist with the management of the workload and responsibilities, providing a wide range of administrative and secretarial support in addition to supporting team working across the office. Establish and develop effective systems and procedures for recording and filing information.
Produce and present documents e.g. Detailed reports, statistical information, pro-formas and templates, receive and record incoming mail, dealing as appropriate and prioritise accordingly.
Take full responsibility for providing advice on a wide range of matters related to work, resolving them, or referring to the most appropriate person appropriately. Use complete discretion in the management of enquiries, queries, and requests requiring persuasive skills and co-operation
Provide secretarial support and formal minute taking of meetings required by the manager e.g. Serious incidents/hearings/external stakeholder meetings etc.
As requested, be responsible for maintaining an accurate electronic diary system for bookings and cancellations of rooms on a daily basis and collate requested data from senior members of staff and analyse / organise as required, producing analytical documents to display results.
Person specification
Qualifications
Essential criteria
1. Educated to Diploma level Qualification or Advanced Keyboard Skills / Qualification e.g. RSA 111 (or equivalent)
Knowledge
Essential criteria
2. 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.
Knowledge
Essential criteria
3. Evidence of commitment to ongoing personal development
Aptitude and abilities
Essential criteria
4. Adhere to and can demonstrate SBU Values & Behaviours
Skills
Essential criteria
5. Ability to use the full suite of Microsoft office including virtual platforms
6. Ability to take comprehensive formal minutes and transcriptions.
7. Able to understand and maintain confidentiality.
8. Excellent organisation/time management and communication skills.
9. Ability to provide an efficient, prompt, and accurate secretarial service
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Welsh language skills are desirable