Job Description

THIS POST IS FIXED TERM FOR 9 MONTHS DUE TO FUNDING.



Provide and co-ordinate a comprehensive, confidential and high quality secretarial and administrative service for the Team. Work on own initiative, develop own administrative systems. Manage, and prioritise own workload seeking advice and escalating issues when required. Be the main point of contact for a wide range of staff, external stakeholders and organisations.



Responsible for high-level co-ordination between the Services and senior managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders. Responsible for producing agendas and papers, taking formal and informal minutes/action notes and distributing them as appropriate ensuring any actions are followed.



Manage incoming telephone calls and enquires, which may be of a complex and sensitive nature, exercising tact and diplomacy and ensure that appropriate action is taken. Ensuring that all calls are greeted bilingually as appropriate.



Manage and prioritise all incoming and outgoing correspondence (hardcopy and electronically) initiating responses on behalf of the Service where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.



Source and gather information to assist the Team in prioritising their workload effectively to ensure deadlines are met.



Responsible for an effective communication system by creating and maintaining a database of key contacts for the relevant work-streams within the department for liaison with colleagues in other partner and stakeholder organisations, e.g. Health Boards, Welsh Government.



Being the smallest Heath Board in Wales means that you won't get lost in the crowd. Everybody at Powys Teaching Health Board is valued for the contribution they make to our varied and diverse portfolio of community-based services. Together, we can continue to make a real difference to our patients and build on our unrivalled reputation.



As a supportive and progressive employer, we actively encourage you to carve out a career with us, through a range of development pathways. We're also lucky enough to be situated in one of the most beautiful rural counties in Britain, let alone Wales! Achieving a healthy 'life work' balance is essential, and something we recognise by prioritising your well-being.



To start your journey with us, and to learn more about what we can offer you please visit: https://pthb.nhs.wales/working-for-us/ . There you will find information about our benefits and values, read staff experiences and more about what our beautiful county has to offer.



Organise and plan the workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order for the Team to deliver targets and objectives.



Support the co-ordination and preparation of reports including complex reports requiring the collation and formatting of data from different sources.



Ensuring that files and records are stored and retrieved appropriately.



Implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office.



Finance and Budget - Raise requisitions for approval



Make a key contribution to ensure the continued development of the service and maintain a knowledge and understanding of current legislation, policies, procedures, codes of practice and guidelines.



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 on Trac.



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