Personal Assistant / Legal Services Administrator

Aneurin Bevan University Health Board; Cwmbran; On-site; GBP 24,000 - 30,000; Full time

Job summary

Aneurin Bevan University Health Board is seeking an Administrative/Secretarial Support professional to join their team. The successful candidate will manage diaries, coordinate meetings, and ensure the smooth running of administrative tasks for the Legal services team. This role is crucial in providing efficient support, with opportunities for flexible working and professional development.

Benefits

Flexible working

Paid mandatory training

Outstanding workplace values

Opportunities for professional qualifications

Occupational health support

Qualifications

• Experience of preparing agendas, collating reports, and minute taking.
• Experience of working in an office.
• Excellent typing/keyboard skills.

Responsibilities

• Maintain and manage electronic diaries for the Head of Legal services.
• Plan and support meetings, ensuring papers are produced timely.
• Liaise with office colleagues and provide administrative support.

Skills

Reliability

Enthusiasm

Communication

Interpersonal Skills

Flexibility

Teamwork

Typing/Keyboard Skills

Ability to work under pressure

Education

Vocational Level 3

Tools

Excel

Outlook

Word

Databases

Job description

We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.

Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments needed. Please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3.

If you are successful at interview for this post, you will receive your conditional offer of appointment and information pack via email.

We reserve the right to close this vacancy at any time. Therefore, we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Aneurin Bevan University Health Board support flexible working.

Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.

This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.

Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.

Job Overview

To provide comprehensive, professional and confidential administrative/secretarial support, prioritising and planning the workload as appropriate and ensuring the efficient and effective delivery of support to the Legal services and to provide administration support for the wider team.

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

Main duties of the job

• Maintain and manage electronic diaries and commitments for the Head of Legal services including arranging and changing appointments, prioritising these as appropriate. Prioritise workload and resolve conflicting diary requirements.
• To plan, co-ordinate and support meetings and ensure timely production and distribution of associated papers including the taking and transcribing of minutes. This will include attending and supporting at confidential case conferences on behalf of the Head of Legal services and wider Team
• Establishing and working with teams to implement new systems and processes of work to improve efficiency and effectiveness
• To collate data and run reports on behalf of the wider team in relation to concerns, serious incidents as required.
• Proof read internal and external correspondence/documents to ensure accuracy before submission.
• To monitor the compliance of Head of Legal services team with statutory and mandatory training requirements maintaining and updating the local training record that supports ESR information.
• Liaise and work alongside office colleagues and provide administrative support as and when required.
• Ensuring quality assurance on the Datix system.
• To monitor on behalf of the Head of Legal services email correspondence and to respond where necessary.
  
  

Working for our organisation

Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your speciality or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Other

Essential criteria

• Reliable and enthusiastic
  
  

Aptitude and Abilities

Essential criteria

• Ability to prioritise, plan workload effectively and identify urgent action
• Ability to work under pressure in a team environment
• Positive and flexible approach to work
• Excellent communication and interpersonal skills
• Experience of using databases
• Competent in excel, outlook, word etc
  
  

Desirable criteria

• Ability to speak Welsh
  
  

Experience

Essential criteria

• Excellent Typing/keyboard skills
• Experience of preparing agendas' collation of reports, minute taking
• Experience of working in an office
  
  

Desirable criteria

• Knowledge of IG
  
  

Attributes

Essential criteria

• Experience and or training to vocational level 3
  
  

Desirable criteria

• Shorthand or equivalent