Personal Assistant to the QIST Team

Integrated Care System; Carmarthen; Remote; GBP 27,000 - 31,000; Part time

Job summary

A healthcare organization in Wales seeks a motivated Personal Assistant to support the Senior Team. The role involves diary management, planning activities, and ensuring smooth operations. Suitable candidates must have experience in administration, preferably within the NHS. Welsh language skills are desirable, and the position is fixed term until December 31, 2025. Flexible working arrangements are available.

Qualifications

• Experience working as a Personal Assistant to a Senior Manager.
• Experience of working within the NHS is preferred.
• Knowledge of Healthcare Terminology is essential.

Responsibilities

• Manage the senior team's diary and activities.
• Organize meetings, ensuring accurate minutes are kept.
• Help with planning and running EQIiP programs.

Skills

Communication skills

Organizational skills

Time management

Diplomacy

Education

Level 3 qualification in Administration

Secretarial training

Tools

Microsoft Office packages

Job description

This post is a Fixed Term/ Secondment until 31.12.25. If you are a Hywel Dda University Health Board employee and are applying for this post as a secondment, agreement for the secondment is needed from your current manager prior to application.

This is an exciting opportunity to work along side the Quality Improvement and Service Transformation (QIST) team as a motivated Personal Assistant to the Senior Team.

You will be the first point of contact for the QIST team and the Enabling Quality improvement in Practice (EQIiP) program ensuring a professional and positive attitude at all times.

You will organise and plan the daily activities for the senior team, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times and ensure accurate minutes are kept as a record of those meetings for which QIST are responsible for.

You will also participate and contribute towards the planning, booking and running of future EQIiP programs.

If you enjoy ensuring that things are running smoothly and working proactively then this is an environment in which you will thrive.

Main duties of the job

You must be confident and be able to demonstrate excellent verbal and written communication skills, as well as organisational, planning and prioritisation skills.

Supporting the senior members of the QIST team, diary management as well as supporting the administration of our Quality Improvement programme are major elements for this role, this will include being able to prioritise at very short notice due to constantly changing circumstances.

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 26/08/25

Person Specification

Qualifications and Knowledge

• Level 3 qualification or equivalent demonstrable experience of typing plus experience of a full range of duties working in an administrative / office environment
• Evidence of continuing professional development
• Knowledge of Healthcare Terminology
• Working knowledge of Microsoft Office packages including Excel
• Awareness of current NHS performance and service improvement initiatives and targets
• Educated to advanced level or equivalent
• Secretarial training
• Knowledge of event management and organisation
• IQT Silver / CIP

Experience

• Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set)
• Experience of working within the NHS
• Previous experience of working in an improvement project environment and evaluation.
• Experience in leading and managing improvement initiatives/ projects and delivering identified benefits
• Experience of training and staff support in development

Language Skills

• Welsh Speaker (Level 1)

Other

• Self-motivated
• Willingness to learn new skills
• Ability to travel between sites in a timely manner
• Flexible to the needs of the service

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.

£27,898 to £30,615 a yearper annum (pro rata if part time)

Contract

Fixed term

Duration

6 months

Working pattern

Part-time,Flexible working,Home or remote working