Personal Assistant & Admin Lead - #196163

Job Overview

An exciting opportunity has arisen for a highly organised, proactive and professional individual to join the Pharmacy Directorate as Lead Administrator and Personal Assistant to the Director of Pharmacy.

This key role combines executive support with leadership of the Directorate’s administrative function. The post holder will provide high-level support to the Director of Pharmacy and Leadership Team while leading and coordinating administrative services, ensuring efficient, effective and consistent ways of working.

Responsibilities include managing complex diaries, coordinating meetings and events, preparing reports and presentations, maintaining action plans, and supporting governance, workforce and business processes. The post holder will oversee administrative systems, provide guidance and support to colleagues, and promote high standards of service delivery.

Working closely with managers, the successful candidate will support workforce assurance activities, including monitoring PADRs, mandatory training and sickness management, helping ensure compliance with organisational requirements. They will also contribute to governance and reporting processes within Pharmacy and the wider IHC.

The role requires excellent organisational, communication and leadership skills, with the ability to manage competing priorities, drive continuous improvement, and handle sensitive information with professionalism and discretion.

Main duties of the job

Provide comprehensive PA and business support to the Director of Pharmacy and Leadership Team, managing diaries, correspondence, meetings and priorities. Lead and coordinate administrative services across the Directorate, acting as a key point of contact for managers and staff.

Coordinate meetings, prepare agendas and papers, take minutes, and monitor actions. Support governance, workforce and business processes, including PADRs, mandatory training, sickness management and other compliance requirements.

Maintain systems for monitoring performance, compliance and outstanding actions, highlighting risks and supporting delivery of Directorate objectives. Prepare reports, presentations, briefing papers and correspondence to support decision-making and service management.

Develop and improve administrative systems and processes, promoting efficient and consistent ways of working. Work closely with managers, clinical teams and corporate departments to coordinate priorities and meet deadlines. Support recruitment and workforce administration in line with Health Board policies.

Provide leadership and guidance to administrative colleagues, ensuring high standards of service, professionalism and confidentiality.

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

• NVQ 3 qualification or equivalent experience
• GCSE passes in at least English and Maths
  
  

Desirable criteria

• Certificate in supervision or management
• NVQ or equivalent in administration
  
  

Experience

Essential criteria

• Experience at a high level of providing a comprehensive administrative / PA service
• Familiar with office procedures & deadlines
• Experience of setting up and using filing / IT systems
  
  

Desirable criteria

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

Skills

Essential criteria

• Excellent communication skills
• Ability to work unsupervised and make decisions
• Excellent customer care skills
  
  

Desirable criteria

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

Knowledge

Essential Criteria

• In-depth and detailed knowledge and understanding of secretarial procedures, the structure, policies, plans, regulations, management and operational procedures of the organisation