Personal Assistant - Head of Service Adult Mental Health Community

Hywel Dda University Health Board; Llanelli; On-site; GBP 25,000 - 35,000; Full time

Job summary

A regional healthcare provider in Llanelli seeks an experienced Personal Assistant for the Head of Service for Adult Mental Health. The role involves managing diaries, organizing meetings, and supporting senior management. Ideal candidates will excel in communication and organization, with a keen attention to detail. Bilingualism in Welsh is desirable but not essential. Competitive salary and professional development opportunities offered.

Benefits

Professional development opportunities

Support for bilingualism

Qualifications

• Experience in an administrative/office environment.
• Experience as a Personal Assistant to a Senior Manager.
• Ability to handle confidential information.

Responsibilities

• Provide support to the Head of Service and Senior Management Team.
• Manage complex diaries and coordinate meetings.
• Take minutes and prepare action plans.

Skills

Excellent communication

Organizational skills

Diary management

Minute taking

Attention to detail

Education

Level 3 Qualification or equivalent

Educated to diploma level

Tools

Microsoft Office

Outlook

Job description

Personal Assistant - Head of Service Adult Mental Health Community

We are seeking an experienced Personal Assistant to work within the Mental Health and Learning disabilities clinical care group for the Head of Service for Adult Mental Health community.

The role requires the successful candidate to provide support to the Head of service and the Senior Management team across a full range of their responsibilities, acting as the main channel of communication.

The post holder will work in partnership as required with other Personal Assistants to provide a comprehensive range of secretarial and administrative services, and a consistently high standard ensuring professionalism, quality and integrity.

Main duties of the job

The successful candidate will require a high level of adaptability and have a flexible approach to work. The base location will be at the management offices above Bryngofal Ward in Prince Philip Hospital, Llanelli.

Complex diary management is a part of the role which will include being able to analyse requirements and prioritise at very short notice.

We require someone who is enthusiastic and motivated and able to work to a very high standard of accuracy. An exceptional eye for detail and excellent organisational skills are essential for this role and the successful candidate will be expected to demonstrate initiative in planning their own workload in a way that supports the work of the Senior Management team.

Excellent communication skills are also essential to enable you to respond professionally; you will be required to develop effective relationships with a wide range of staff.

An essential element of the role is comprehensive minute taking, as is the preparation of draft agendas and action plans. We are therefore looking for candidates who have experience in these areas.

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

About us

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.

We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
• Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services

Job responsibilities

You will be able to find a full job description and person specification attached within the supporting documents.

The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.

The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.

Interviews will be held on 30/12/2025

Person Specification

Qualifications & Knowledge

• Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent
• Evidenced experience of a full range of duties working in an administrative / office environment
• Knowledge of specialist NHS/ Organisational terminology
• Secretarial training
• Educated to diploma level

Experience

• Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: Prioritisation of work streams and delivery to challenging deadlines; Effective and efficient electronic diary/inbox management (Outlook); Handling various telephone enquiries; Organise and support various meetings and events; Audio and copy typing, taking and transcribing dictation; producing clear and accurate documents; Receiving visitors in a friendly and efficient manner; Taking and producing accurate minutes; Interpreting and collation of data into a standard format; Recording budget information; Searching, identifying and downloading appropriate information from the internet. Retrieving information from available sources; Managing/maintaining a file system both electronic and hard files; Managing and developing office systems; Experience of arranging meetings at various locations; Preparing presentation material; Proof reading skills; Handling highly confidential and sometimes contentious / sensitive information. Understanding of the NHS.
• Experience of working in a busy complex environment
• Experience of using Microsoft Office packages (including MS Teams)
• Experience of working in a large complex organisation

Language Skills

• Welsh Speaker (Level 1)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.