Site Secretary

Betsi Cadwaladr University Health Board; Denbigh; On-site; GBP 80,000 - 100,000; Full time

Job summary

A leading healthcare provider in Wales is seeking a Site Secretary to join the Women's Directorate at Glan Clwyd Hospital for a 12-month fixed-term contract. The role involves managing appointments, organizing meetings, and supporting senior managers with administrative tasks. Ideal candidates will possess excellent communication and organizational skills along with relevant qualifications. This position offers a chance to contribute to a supportive healthcare environment while ensuring high-quality service delivery.

Qualifications

• High attention to detail and a positive approach.
• Proven ability to develop and produce high quality documentation.
• Comprehensive clerical/secretarial experience.

Responsibilities

• Manage the Lead Manager and Matron's electronic diary.
• Calendar coordination for Corporate and Central meetings.
• Provide effective secretarial service to senior managers.

Skills

Excellent communication skills

Organisational skills

Ability to work unsupervised

Experience of coordinating administration activities

Ability to prioritize conflicting demands

Education

Typewriting/Word Processing qualification - RSA III or equivalent

GCSE A-C English & Maths / Equivalent experience

NVQ Business Administration Level 2 or Equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

An exciting opportunity has arisen to cover the position of Site Secretary within the Women's Directorate in Glan Clwyd Hospital for a fixed term period of 12 months. The Site Secretary is responsible for providing support for the General Manager, Matrons, Ward Managers, Lead Manager and Senior Midwives in relation to management and administration of the department and the provision of a secretarial service within the department as required. The post holder will be required to fully co‑coordinate Corporate and Central meetings, inclusive of room bookings, compilation of agendas and transcribing of formal minutes. The successful candidate will need to be resilient, have high attention to detail and a positive approach. You will ideally have excellent communication skills and have a proven ability to develop and produce high quality documentation in conjunction with minute taking while working to deadlines. Main duties of the job Directorate and North Wales meeting are to be fully co‑ordinated, inclusive of room bookings, compilation of agendas and transcribing of formal minutes. Also providing an effective secretarial service and support to all senior managers within the Central area of the Women's Directorate including the Clinical Director, Consultant Midwife, Lead Manager, Inpatient Manager and the General Manager.

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

Responsibilities

• To have an up to date knowledge and understanding of the issues and responsibilities associated with the role of the Senior Managers.
• Scheduling and arranging meetings, inviting attendees and arranging suitable meeting venues and refreshments if necessary.
• Managing the Lead Manager and Matron's electronic diary, including making appointments, booking meetings, sending apologies and revisions as per prioritisation.
• Ensuring the Lead Manager and Matrons are fully prepared with required documentation prior to meetings.
• Coordinate Corporate and Central meetings, including room bookings, compilation of agendas and transcribing formal minutes.
• Provide effective secretarial service and support to all senior managers within the Central area of the Women's Directorate.

Qualifications

• Typewriting/Word Processing qualification - RSA III or equivalent.
• GCSE A-C English & Maths / Equivalent experience.
• NVQ Business Administration Level 2 or Equivalent. (Desirable)
• Knowledge of Microsoft packages - Word / Excel / Outlook.
• Comprehensive clerical/secretarial experience.
• Experience of coordinating administration activities.
• Previous NHS Experience. (Desirable)
• Experience of setting up and using filing/IT systems.
• Ability to deal with a high level of communication and interaction with other departments and agencies; Able to communicate effectively.
• Organisational skills.
• Able to work unsupervised.
• Ability to prioritise conflicting demands. (Desirable)
• Ability to deal with change. (Desirable)
• The ability to speak Welsh is desirable. Welsh and/or English speakers are equally welcome to apply.