PA to Vascular Network Manager and Surgical Directorate - #145371

Job Overview

An exciting opportunity has arisen for an enthusiastic and experienced Personal Assistant to support the Network Vascular Director and Surgical Management Team.

As the main point of contact for the Vascular Network Director and Surgical Management Team, this key role requires high-level corporate, administrative and secretarial services.

Duties will include diary management, supporting meetings with minute taking and following up action. You will also need to have a flexible approach to work, having the ability to assess situations, prioritise incoming information, address issues directly and escalate issues to the Vascular Network Director and Surgical Management Team as appropriate. Excellent people and organisational skills are essential including the ability to build strong working relationships with senior level within the organisation, stakeholders and key administrative staff. You will be a team player and be able to work on your own initiative and manage a complex and onerous workload whilst maintaining a high level of confidentiality and discretion at all times. The ability to speak Welsh is desirable. Compilation of complex agendas, and the taking and transcribing of formal minutes. Liaise regularly with the Vascular Network Director and Surgical Management Team. Deal with confidential and sensitive documents/issues, maintaining the strictest confidentiality and discretion at all times.

Main duties of the job

To act as Personal Assistant to the Vascular Network Manager and Surgical Directorate.

At the request maintain personal staff records for staff, ensuring that sickness details, and personal data are kept up to date in a professional and confidential manner. Report any concerns on a monthly basis back to line manager.

Receive and record incoming mail, dealing with as appropriate and prioritise accordingly. Maintain effective procedures and systems for recording and filing information.

Maintain electronic diaries, ensuring they are kept up to date regularly. This will involve complex scheduling and re-arranging of diaries.

To identify new policies, procedures and guidance which may impact upon the management of the office. Uses own initiative to implement these policies where they may impact upon the Office.

Take full responsibility for providing advice on a wide range of matters related to work to patients and staff, resolving them or referring them to the most appropriate person during periods when absent from the office.

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.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Working for our organisation

If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. 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.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Detailed Job Description And Main Responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.

Person specification

Qualifications

Essential criteria

• NVQ3 Business and Administration or equivalent experience
• GCSE passes in English and Maths
• In-depth and detailed knowledge and understanding of Secretarial procedures, the structure, policies, plans, regulations, management and operational procedures of the Organisation.
  
  

Desirable criteria

• NVQ or equivalent in Administration
• ECDL qualification
• Audio Typing
• Certificate in Supervision or management
• Diploma in Office Administration or experience to diploma level
• Knowledge of the organisation
  
  

Experience

Essential criteria

• Sufficient experience at a high level of providing a comprehensive administrative/PA service
• Experience of setting up and using filing/IT systems
• Familiar with office procedures and deadlines
• Ability to take comprehensive minutes
  
  

Desirable criteria

• Previous experience of working as Administrator / PA to an Executive Director or equivalent Senior Manager
• Previous experience of working within the NHS
  
  

Skills

Essential criteria

• Excellent communication skills.
• Ability to work unsupervised and make decisions.
• Organisation skills
• Numeracy and literacy skills
• Typing/word processing
• Excellent customer care skills.
• Good command of English both written and verbal
  
  

Desirable criteria

• Ability to speak Welsh
• Ability to produce reports
• Confident in all aspects of office practice
• Experience of producing graphs and statistics
  
  

Other Relevant Requirements

Essential criteria

• Friendly, professional approach
• Confident manner
• Reliable
• Adaptable
• Smart presentation.
• Self-motivated and enthusiastic.
• Ability to work under pressure
• Ability to work as part of a team
• Ability to answer telephone bi-lingually
• A flexible approach towards the demands of the workplace