Personal Assistant

Welsh Blood Service; Pontyclun; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare organization in the UK is seeking a skilled individual to lead and develop a comprehensive secretarial service for its Clinical Services Department. The successful candidate will manage complex correspondence, prioritize demands for consultants' time, and provide full personal assistance in executing their duties. Applicants should be prepared to handle sensitive information and efficiently maintain documentation and filing systems. This role offers an opportunity to contribute to critical services in the community.

Responsibilities

• Lead and develop a secretarial and administration service for the Clinical Services Department.
• Manage time effectively and work largely unsupervised.
• Assess and prioritize the consultants' workload.
• Provide personal assistance to the consultants managing diaries and meetings.
• Handle complex, sensitive information and correspondence.
• Sort and prioritize incoming and outgoing mail.
• Draft responses for routine correspondence.
• Take formal minutes at meetings.
• Maintain an efficient filing system.

Job description

Responsibilities

• Lead and develop a comprehensive secretarial and administration service to support the Clinical Services Department.
• Manage time effectively, meet tight deadlines and work largely unsupervised to support service delivery.
• Assess and prioritise the consultants' workload, making priority judgments on competing demands for their time.
• Provide full and effective personal assistance to the consultants in the execution of their duties, managing diaries, meetings and prioritising workload using own judgement and experience.
• Receive and handle complex, sensitive information, including medical and technical correspondence with senior managers at WBS and Velindre University NHS Trust and external agencies such as the Welsh Government, national and international organisations, hospitals and other Blood Services in the UK and abroad.
• Receive, sort and prioritise incoming and outgoing mail to manage correspondence from and to medical, scientific and nursing staff.
• Acknowledge and compile routine correspondence, drafting responses as appropriate.
• Plan, support and take formal minutes at CS Operational Group and other meetings chaired by medics, ensuring accurate documentation of complex discussions.
• Maintain an efficient and effective filing system, including all aspects of relevant documentation in compliance with regulatory standards applicable to the WBS.

About the Role

Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting‑edge Velindre Cancer Centre and our award‑winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together.

As a division of Velindre University NHS Trust, the Welsh Blood Service (WBS) is an amazing place to work and develop your career. Our caring and motivated staff are designing, developing and delivering improvements, which will enable the WBS to strive towards its vision of working with our staff & the people of Wales to deliver an easy to use, safe and sustainable service for blood and stem cell donation.

We are currently embarking an ambitious 5‑year strategy called "WBS Futures" where we have set out our vision for blood and transplant services in Wales for the next 5 years. It sets out where we are now, where we want to be in 2028 and the steps we will take to get there.

Equal Opportunity Statement

WBS is a committed equal opportunities employer.

Application Information

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English. Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Take a look at what we do. Our dedicated career pages can be found at https://welsh-blood.org.uk/careers/.

You can read more about our strategy here: www.welsh-blood.org.uk/welsh-blood-service-strategy-2023-2028.