Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
The post holder will provide a comprehensive, efficient, and effective high quality administrative service and be the first point of contact for the Service and Team, ensuring a professional and positive attitude at all times and will:
• 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
Maintain effective procedures and systems for recording and filing information.
Organise and schedule complex meetings, ensuring that;
1. Attendees informed, venue is organised, with refreshments if required
2. Any relevant documents are prepared and circulated prior to the meeting
3. Take formal minutes, ensuring that they are accurately typed and distributed promptly meeting strict deadlines
4. Assist in the co-ordination and production of strategic reports i.e. Monthly papers whilst working within a busy environment with frequent interruptions.
In the absence of the manager responsible for prioritising work requests and identifying high priority requests which need to be passed within the team for urgent action. Sign post enquiries to other staff where possible.
Deal sensitively and appropriately with distressed/angry staff or patients and complainants.
Deal with highly confidential and sensitive documents/issues/enquiries, maintaining the strictest confidentiality and discretion at all times.
As part of personal development plan (PDP), continuously update knowledge of new trends and maintain and improve knowledge and competence by taking part in appropriate courses and training. Participate in the PDAR process.
Order stationery / equipment through the ORACLE system, ensuring stock levels are maintained.
Formal minute taking of meetings required by the manager e.g. Serious incidents/hearings/external stakeholder meetings etc.
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
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
Person specification
Qualifications & Knowledge
Essential criteria
1. Educated to Diploma level qualification or Advanced Keyboard skills/qualification e.g. RSA 111 (or equivalent) plus 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.
2. Evidence of commitment to ongoing personal development
Experience
Essential criteria
3. Experience of working in a complex organisation providing comprehensive administrative/PA service within a team
4. Experience of setting up and using filing/IT systems in a large organisation
5. Experience of dealing with confidential information, prioritising, and responding appropriately
6. Experience of dealing with members of staff / the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality
Aptitude and abilities
Essential criteria
7. Ability to use the full suite of Microsoft office including virtual platforms
8. Ability to take comprehensive formal minutes and transcriptions
9. Able to understand and maintain confidentiality.
10. Excellent organisation/time management and communication skills.
11. Ability to provide an efficient, prompt, and accurate secretarial service
Desirable criteria
12. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
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.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable