Job Overview
The role provides high‑level secretarial and administrative support to the Women’s Services Senior Leadership Team within Betsi Cadwaladr University Health Board, ensuring the smooth and efficient operation of the service. A key responsibility includes the proactive management of the Director’s diary, coordinating, scheduling, and rescheduling appointments to support effective time management and organisational priorities. The post holder will act as the point of contact for the Director of Women’s Services and the wider team, handling all incoming telephone calls, emails, correspondence, and in‑person enquiries. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main Duties
* First point of contact for the Director of Women’s Services and wider team by telephone, e‑mail, and correspondence or for visitors. Providing advice on a wide range of matters related to the work of the Director of Women’s Services and their team, resolving them or referring them to the most appropriate person during periods when they are absent from the office.
* Schedules and arranges meetings including the compilation of agenda and the taking and transcribing of formal minutes.
* Manages the diary of the Director of Women’s Services including the scheduling and rescheduling of appointments.
* Provides a Senior Secretary role to the Director of Women’s Services and Service Managers, including diary management, arranging travel, arranging and rearranging meetings. Monitoring the Microsoft Outlook email inbox of the Director of Women’s Services daily, flagging up urgent issues and replying on behalf of when able / necessary. In times of absence, deals with emails, replies on behalf of or forwards to relevant colleagues for action.
* Responsible for arranging workshops, training events and large conferences with attendees from within BCUHB and external. Ensures the smooth running of all, booking speakers, booking venues internal and external, catering, arranging IT systems, co‑ordinating presentations, design and production of programmes and flyers, promotion, registering of attendees, and feedback.
Working for our organisation
We are the largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework. Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.
Person Specification
Qualifications & Knowledge
Essential criteria
* RSA III / NVQ 3 Qualification or equivalent
* Diploma in Office administration or experience to diploma level
* Typewriting/word processing qualification
* Advanced knowledge of word processing, spreadsheet and presentation packages
* Ability to take minutes
Desirable criteria
* NVQ or equivalent in Administration
* Comprehensive knowledge of Windows, Word, Excel, PowerPoint
Experience
Essential criteria
* Experience at a high level of providing a comprehensive administrative/PA service
Desirable criteria
* Previous experience of working as Administrator / PA to an Executive Director or equivalent
* Previous experience of working within the NHS
Skills & Attributes
Essential criteria
* Excellent communication skills
* Ability to work unsupervised and make decisions
* Organisation skills
Desirable criteria
* Welsh Language Skills
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