Clinical Directorate Coordinator

NHS; Bronllys; Remote; GBP 42,000 - 60,000; Full time

Job summary

Powys Teaching Health Board is seeking a senior administrative professional to provide autonomous executive support to the Clinical Director and the six-doctor Clinical Oversight Medical Team across Powys sites.

You will coordinate diaries, governance actions, recruitment, meetings, and reporting; triage requests, draft briefing papers, and liaise with Medical Director’s Office, Community Services, and external partners.

Qualifications

• Degree or equivalent knowledge and experience in administrative, executive support, or medical secretary roles.
• Advanced knowledge of governance processes and NHS structures.
• Proficient in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
• Knowledge of information governance, confidentiality, records management and data protection requirements.
• Specialist knowledge of medical terminology to support consultants and senior clinical teams.
• Understanding of workforce, recruitment, onboarding, and revalidation processes within the NHS.

Responsibilities

• Manage complex diaries and coordinating meetings across sites.
• Prepare agendas, reports, presentations, minutes and briefing papers for senior governance meetings.
• Coordinate projects and service workstreams, monitoring delivery against deadlines.
• Maintain electronic records, information systems and workforce trackers.
• Communicate effectively with clinicians, senior managers, corporate teams and external organisations.
• Support services operating across multiple geographical locations.
• Develop administrative systems and standard operating procedures.

Skills

Advanced Excel skills

Organisational skills

Verbal and written communication

Diary management

Stakeholder management

Education

Degree or equivalent knowledge and experience in administrative/support roles

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Job description

Be part of a 'Healthy Caring Powys' and help us transform the way we provide health and care, so our communities can Start Well, Live Well and Age Well.

Job overview

Provide senior autonomous executive and medical administrative support to the Clinical Director and central coordination
for the six-doctor Clinical Oversight Medical Team comprising three Consultants and three Specialty Doctors across various
sites in Powys.
• Operate as the administrative Coordination Hub for the Health Board-wide medical model, maintaining oversight of diaries,
governance actions, workforce administration, recruitment/onboarding, meetings, reporting deadlines and communication
across geographically dispersed services.
• Exercise judgement in prioritising and triaging requests, drafting correspondence and briefing material, resolving
administrative problems and escalating clinical, governance or workforce risks appropriately.
• Act as a key liaison between the Clinical Director/medical team and the Medical Director's Office, executive and corporate
teams, Community Services, nursing and therapies, primary care and external organisations, while maintaining clear
distinction between functional direction from the Clinical Director and routine line management through Community
Services.

Main duties of the job

Planning and Design

Clinical Governance and Quality

Improvement and Monitoring

Communications

Clinical

Finance and Budget

Management, Leadership and/or Training

Digital and Information

Research, Audit and Innovation

Working for our organisation

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.

Detailed job description and main responsibilities

We would particularly welcome applications from Welsh speakers; but even if you don’t speak any Welsh, or want to develop your skills, don’t worry: the health board will support you with training.

Person specification

Qualifications and Knowledge

• Degree or equivalent knowledge and experience gained through significant administrative, executive support, business support, medical secretary, service coordination role supporting senior clinicians, managers or multidisciplinary teams
• Advanced knowledge of administrative systems, governance processes and NHS organisational structures
• Proficient in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint and Teams
• Sound understanding of information governance, confidentiality, records management and data protection requirements
• Specialist knowledge of medical terminology sufficient to support consultants, specialty doctors and senior clinical teams
• Knowledge of workforce, recruitment, onboarding, appraisal and revalidation processes within the NHS
• Understanding of PTHB services and clinical governance arrangements

Experience

• Management of complex diaries, meeting coordination and competing priorities
• Preparing agendas, reports, presentations, minutes, action logs and briefing papers for senior meetings and governance forums
• Coordinating projects, programmes or service workstreams and monitoring delivery against agreed actions and deadlines
• Maintaining electronic records, information systems, workforce trackers and administrative databases
• Working autonomously, exercising judgement and prioritising workload in a fast-paced and demanding environment
• Communicating effectively with a broad range of stakeholders e.g. clinicians, senior managers, corporate, external organisations
• Experience of supporting services operating across multiple geographical locations
• Experience developing administrative systems, standard operating procedures and service improvement initiatives

Skills and Attributes

• Excellent organisational skills with ability to manage a complex/varied workload, balancing competing priorities
• Highly developed verbal and written communication skills, with the ability to prepare professional correspondence, reports, presentations, briefing papers and meeting documentation
• Exercise sound judgement, triage requests, resolve problems and make decisions within delegated authority
• Analyse, interpret and present administrative, workforce and service information accurately
• Strong attention to detail with the ability to maintain accurate records, action logs, reports and governance documentation
• Resilient, adaptable and able to respond effectively to changing demands and urgent requests
• Advanced Excel skills, including data analysis, reporting and dashboard development
• Influencing and coordinating work across multiple teams and geographical locations without direct line-management responsibility

Other

• Ability to travel throughout Powys and surrounding areas to fulfil the requirements of the post
• Ability to work flexibly to meet service needs
• Some ability to speak, read and/or write Welsh, or an eagerness to learn

As a Health Board we embrace diversity and inclusion. We offer a supportive and welcoming place to work which is free from discrimination and fair in all our working practices.

We’ll value your contribution whether you’re looking for your first job, an apprenticeship, re-entering the workforce or looking for a career change. Powys Teaching Health Board warmly welcomes all.

You can complete your application in Welsh or English, it’s entirely your choice. Once you’ve applied, we will keep you updated on the progress of your application, so be sure to check your emails regularly.

Interested in working with us, but haven’t found the right job opportunity yet, or you require some guidance with your application, please contact our Resourcing Team on 01874 712580 or e-mail [e-mail] . We’ll be happy to have an informal chat with you.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.