Job summary
We are seeking an experienced Personal Assistant to work within the Mental Health and Learning disabilities clinical care group for the Head of Service for Adult Mental Health community.
The role requires the successful candidate to provide support to the Head of service and the Senior Management team across a full range of their responsibilities, acting as the main channel of communication.
The post holder will work in partnership as required with other Personal Assistants to provide a comprehensive range of secretarial and administrative services, and a consistently high standard ensuring professionalism, quality and integrity.
Main duties of the job
The successful candidate will require a high level of adaptability and have a flexible approach to work. The base location will be at the management offices above Bryngofal Ward in Prince Philip Hospital, Llanelli.
Complex diary management is a part of the role which will include being able to analyse requirements and prioritise at very short notice.
We require someone who is enthusiastic and motivated and able to work to a very high standard of accuracy. An exceptional eye for detail and excellent organisational skills are essential for this role and the successful candidate will be expected to demonstrate initiative in planning their own workload in a way that supports the work of the Senior Management team.
Excellent communication skills are also essential to enable you to respond professionally; you will be required to develop effective relationships with a wide range of staff.
An essential element of the role is comprehensive minute taking, as is the preparation of draft agendas and action plans. We are therefore looking for candidates who have experience in these areas.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Person Specification
Qualifications & Knowledge
* Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent
* Evidenced experience of a full range of duties working in an administrative / office environment
* Knowledge of specialist NHS / Organisational terminology
Desirable
* Secretarial training
* Educated to diploma level
Experience
Essential
* Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: Prioritisation of work streams and delivery to challenging deadlines; Effective and efficient electronic diary/inbox management (Outlook); Handling various telephone enquiries; Organise and support various meetings and events; Audio and copy typing, taking and transcribing dictation; producing clear and accurate documents; Receiving visitors in a friendly and efficient manner; Taking and producing accurate minutes; Interpreting and collation of data into a standard format; Recording budget information; Searching, identifying and downloading appropriate information from the internet; Retrieving information from available sources; Managing/maintaining a file system both electronic and hard files; Managing and developing office systems; Experience of arranging meetings at various locations; Preparing presentation material; Proof reading skills; Handling highly confidential and sometimes contentious / sensitive information. Understanding of the NHS.
* Experience of working in a busy complex environment
* Experience of using Microsoft Office packages (including MS Teams)
Desirable
* Experience of working in a large complex organisation
Language Skills
Desirable
* Welsh Speaker (Level 1)
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website. From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.
Employer details
Hywel Dda University Health Board
Prince Phillip Hospital
Llanelli, SA14 8QF
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