Job overview
To provide comprehensive, efficient, organised and confidential personal administrative support to the Director of Nursing & Patient Experience, Deputy Directors and Senior Team, exercising judgement to make robust decisions using initiative and levels of authority agreed with the Director, and to work closely with the Corporate Nursing Team, Executive Team colleagues and the office of the CEO and Chair
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Main duties of the job
To work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate.
Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist.
Responsibility for the planning, organisation and co-ordination of meetings including multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers.
Acting as the first point of contact for the Department
Responsible for maintaining the Director’s diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Director’s absence.
Receiving, prioritising, and actioning where appropriate, the Director’s correspondence
Providing information for reports / presentations to strict deadlines
Responsibility for the procurement process for the Director’s Department using ORACLE,
Liaising with colleagues to ensure that temporary EPA cover is in place during periods of annual leave or sickness absence. This will include comprehensive handover arrangements whenever possible
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
Support to Director
To work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate. This will include responses to senior staff, including Board Members, Senior Healthcare Partners and the Welsh Government.
To analyse and interpret complex facts and situations as necessary to prepare draft responses on behalf of the Director.
Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist.
Maintaining an up to date knowledge of prevailing and ongoing NHS initiatives affecting Health Boards and to provide the Director with documents as soon as they are published.
To provide appropriate research support to the Director to assist in work including searches across a wide range of information including historical records, the Internet and library facilities, which involves evaluating and assessing multifaceted issues, comparing a range of options in order to prepare draft reports.
Responsibility for the planning, organisation and co-ordination of meetings including arrangements for workshops and off site venues, ensuring catering and equipment provision is in place, plus organising speakers as and when required.
Responsible for the planning and co-ordination of multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers in a timely manner and the taking and transcribing of formal minutes.
To ensure that ad hoc projects are undertaken efficiently and within appropriate timescales, which involves planning and co-ordinating specific project elements in line with organisational requirements
To deal professionally with, communicate and action independently, complex and sensitive information received from staff, patients and members of the public
Acting as the first point of contact for the Department, responsible for screening all communications, including highly sensitive, confidential and complex matters.
Responsible for maintaining the Director’s diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Director’s absence.
Required to implement policies and propose changes to working practices that improve the effectiveness of administration processes to support efficient service delivery.
Attending meetings with the Director, ensuring all supporting documentation is available, recording accurate formal minutes, ensuring prompt distribution.
Booking attendance at Conferences and meetings, arranging appropriate
accommodation and travel.
Exchange complex information both internally and externally and exercise judgment to resolve difficult situations/issues upon behalf of the Director, as appropriate.
Receiving, prioritising, and actioning where appropriate, the Director’s correspondence including electronic mail.
Regular requirement to develop and create reports, briefing documentation, presentations using computer software.
Providing information for reports / presentations to strict deadlines, ensuring quality and accuracy of typing is maintained at all times.
Ensuring the appropriate cascading of communications throughout the organisation in the absence of the Director.
Supporting members of the Director’s Department with day-to-day queries.
Office management
To manage that process for the collation, production and submission of Health Board, Board Committee and Executive Board papers within designated timescales.
Use of advanced IT packages in order to undertake all word processing duties, including databases, spreadsheets, graphical displays and the preparation of presentations.
Management of electronic mail for the Director.
Development of administrative policies in relation to the administrative functions of the department.
Responsibility for the recording and management of annual leave cards, travel claims and sickness records for the department
Person specification
Qualifications
Essential criteria
1. Educated to degree level or equivalent demonstrable knowledge and experience
2. Extensive use and knowledge of IT packages and applications, including Microsoft Office
Desirable criteria
3. ECDL or equivalent IT qualification
Experience
Essential criteria
4. Relevant previous experience in a similar role
5. Experience in effective work delegation and training other members of staff
6. Experience of providing Project Management
7. Experience of working and building relationships with a wide range of stakeholders including senior personnel both internal and external.
Desirable criteria
8. Knowledge of NHS structures and processes Understanding of medical terminology
Aptitude and abilities
Essential criteria
9. Excellent organisational skills to work unsupervised ability to prioritise workload effectively Ability to negotiate with a diverse range of people across the whole Health Board and externally considering and overcoming barriers to communication to improve consistency in the understanding of complex information.
10. Ability to use the full suite of Microsoft Office including virtual platforms/dashboards Able to maintain strict confidentiality to use own initiative and demonstrate assertiveness when necessary
Desirable criteria
11. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
12. Ability to travel within geographical area. Able to work hours flexibly.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable