Personal Assistant and Administrator – Quality and Patient Safety
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.
About us
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.
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
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Assistant Director for Quality and Patient Safety
£27,898 to £30,615 a yearper annum pro rata
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