Locality Secretary

Betsi Cadwaladr University Health Board; Denbigh; On-site; GBP 21,000 - 26,000; Full time

Job summary

Betsi Cadwaladr University Health Board (North Wales) invites applications for a secretarial/administrative support role to assist the Management Team. You will liaise with various staff and external organisations, handling sensitive information with discretion.

Flexibility and good organisational skills are essential. Welsh and/or English speakers are equally welcome to apply, with experience in a high-level secretarial role and familiarity with filing/IT systems.

Qualifications

• NVQ 3 Qualification or equivalent experience.
• ECDL qualification or equivalent experience.
• Experience at a high level of providing a comprehensive secretarial service.
• Experience of setting up and using filing/IT systems.
• Familiar with office procedures & deadlines.

Responsibilities

• Acts as the first point of contact for the management team by telephone, e-mail, and correspondence or for visitors.
• Schedules and arranges meetings including the compilation of agenda and the taking and transcribing of meeting minutes, including attendance at HR meetings with confidential notes.
• Maintains strict confidentiality and tact in sensitive situations.
• Desirable: Welsh speaking; the role may involve travel between sites if required.

Skills

Excellent communication

Work unsupervised

Teamwork

English proficiency

Education

NVQ 3 or equivalent

ECDL or equivalent

Job description

Job Overview

Applicants are invited from hard working and motivated individuals to provide a high quality secretarial and administrative support to the Management Team. You will be expected to communicate and liaise with individuals and different groups of staff across the Health Board and external organisations dealing with sensitive or contentious information.

Applicants must be extremely flexible to meet the needs of the service, have a pleasant personality and a positive approach to their work. Applicants must also have a good standard of education, be adaptable and have good organisational skills.

Sufficient Administration and secretarial experience and knowledge is essential for this role. Location of the post will be Denbigh Infirmary Community Hospital, you will also be requested to work at the Royal Alexandra Hospital and Ruthin Community Hospital.

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

Main duties of the job

Acts as the first point of contact for the management team by telephone, e-mail, and correspondence or for visitors. Makes judgements to act or provide advice on a wide range of matters relating to the work of the area management teams, resolving them or referring them to the most appropriate person during periods when the locality manager is absent from the office.

Schedules and arranges meetings including the compilation of agenda and the taking and transcribing of meeting minutes, this may include attendance at HR meetings such as investigations and formal disciplinary hearings, where there is a requirement to produce formal notes within a deadline, whilst maintaining strict confidentiality and tact as the meetings may be under difficult circumstances.

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.

Detailed Job Description And Main Responsibilities

You will find a full Job description and Person Specification attached within the supporting documents.

Person specification

Qualifications

Essential criteria

• NVQ 3 Qualification or equivalent experience
• ECDL qualification or equivalent experience

Desirable criteria

• RSA/OCR Level 3 or equivalent in Word Processing
• Advanced ECDL Certificate

Experience And Knowledge

Essential criteria

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

Desirable criteria

• Previous experience of working as a personal secretary
• Previous experience of working within the NHS

Sills

Essential Criteria

• Excellent Communication Skills
• Ability to work unsupervised and make decisions
• Good command of the English Language both written and verbal

Desirable criteria

• Ability to produce reports
• Confident in all aspects of office practice

Knowledge

Essential Criteria

• Ability to take minutes

Desirable criteria

• Ability to travel between sites in a timely manner

Other

Essential criteria

• Ability to work as part of a team
• A flexible approach towards the demands of the workplace

Desirable criteria

• Welsh speaking