Team Secretary

Train Work Live; Cwmbran; On-site; GBP 27,000 - 28,000; Full time

Job summary

Aneurin Bevan University Health Board (ABUHB) is seeking an Administrative Grade Band 3 for an 18-month secondment to provide comprehensive secretarial and administrative support to the Directorate Leadership Team at Llanfrechfa Grange Hospital, Cwmbran. The role is full time (37.5 hours per week) with a salary of £26,813–£27,890 per annum.

The post requires proactive administration, handling referrals and coordinating meetings, with Welsh language capability desirable.

Qualifications

• Administrative and/or secretarial experience within NHS or healthcare (if stated)
• Ability to work with senior management and maintain confidentiality (inferred from role)

Responsibilities

• Provide high-quality administrative and secretarial support to the Central Management Team.
• Coordinate referrals, meetings and service activities, including agenda preparation and minute taking.

Job description

Main area Administrative Grade Band 3 Contract 18 months (Secondment: 18 months to cover the needs of the service) Hours Full time - 37.5 hours per week Job ref 040-AC472-1126

Employer Aneurin Bevan University Health Board Employer type NHS Site Llanfrechfa Grange Hospital Town Cwmbran Salary £26,813 - £27,890 per annum Salary period Yearly Closing 22/11/2026 23:59

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

Each job advert includes the relevant manager’s contact details, and you are encouraged to discuss any adjustments you may require directly with them. There is no obligation to disclose any personal or medical information—simply let us know what support would help you to participate fully.

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

Health Board grounds are required to be smoke-free by law. Smoking is not permitted anywhere on ABUHB sites. This applies to all staff, contractors, patients and visitors. More details are available in our Smoke-Free Environment Policy. For help to quit smoking please contact our Help Me Quit Team About Help Me Quit - Aneurin Bevan University Health Board

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 secretarial and administrative support to the Directorate Leadership Team
• To support central based clinical services with referrals
• Expected to use their own initiative and work with Senior Management ensuring good working relationships with all departmental staff

This is a secondment post for 18 months to cover the needs of the service.

Main duties of the job

Provide high-quality administrative and secretarial support to the Central Management Team, ensuring the efficient day-to-day operation of services. Act as a key point of contact for staff, patients, visitors and external organisations, managing enquiries, correspondence and communications effectively. Coordinate referrals, meetings, diaries and service activities, including agenda preparation, minute taking and follow-up actions. Maintain accurate records and information systems, supporting data reporting, performance monitoring and compliance with information governance requirements. Support management and workforce processes, including recruitment, staff records, induction, absence monitoring and the organisation of training and service events.

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

Working for our organisation

Aneurin Bevan University Health Board (ABUHB) is a multi-award-winning NHS organisation serving the communities of Gwent. With more than 14,000 staff and volunteers, we provide safe, high-quality, and compassionate care across hospitals, GP practices, community services, and mental health settings. As a University Health Board, research, education, and innovation are central to our work, supporting evidence-based practice and continuous improvement.

Our work is guided by the Gwent Strategy 2025–2035, which sets out our long-term ambition to create a fairer and healthier future for our population. We focus on prevention, reducing health inequalities, and working in partnership with local authorities, voluntary organisations, and communities to improve health and wellbeing.

We are committed to creating an inclusive, supportive workplace where people feel valued, respected, and able to develop. Our values of Kindness, Integrity, and Respect shape how we care for patients and how we treat one another.

We offer a wide range of learning and development opportunities, flexible working where possible, and a comprehensive NHS benefits package. Working for ABUHB means being part of an organisation that values its people and offers the chance to build a meaningful and rewarding career while making a real difference to the lives of others .

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

• To provide an efficient and effective secretarial and administrative support to the Central Management Team, including copy and audio typing, photocopying, filing, creation of spreadsheets and databases etc
• To process both incoming and outgoing mail, including emails, dealing with all correspondence in an appropriate and timely manner.
• To act as point of contact for the Directorate including receipt of visitors to the team and telephone enquiries, ensuring messages are communicated to team members in a timely manner.
• CAJE REF 2026/0202
• APPROVED 04/09/2026
• To maintain the Central Management Teams electronic diaries. To maintain the whereabouts system for the team to ensure team members are contactable at all times.
• To take appropriate action in the absence of staff e.g. covering clinical activity with alternative clinicians, cancelling visits, meetings etc.
• To set up and maintain an effective filing system including electronic systems as appropriate in accordance with the health record keeping standards and be responsible for maintaining storage and tracking systems of case notes / medical records held with the team.
• To act as point of contact for the multi-disciplinary referral process ensuring that referrals are received and processed in accordance with the referral procedures for the centrally based clinical teams.
• To be responsible for the administration of the clinical Management Information system for centrally based Clinical Teams. This will include data entry, data validation and retrieval of information.
• To arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute taking as requested and ensure that follow up actions are communicated when appropriate.
• To support the Central Management Team in carrying out their staff management activities including maintenance of staff personal files, scheduling of supervision and PADR sessions for team members as necessary, and implementation and maintenance of systems to record periods of absence such as annual leave, sickness, study leave etc, providing reports to Business Support Manager as requested.
• To maintain data capture systems as appropriate and populate information requests on behalf of Management Team Members e.g. waiting lists, quality indicators, service reviews, presentations etc.
• To organise specific events e.g. training, conferences, team building etc, including booked of venues, delegates, refreshments, programmes etc.
• To maintain administrative systems, policies and procedures utilised within the team and work with the Business Support Manager in the development and implementation of consistent and robust systems and processes.
• To be responsible for maintaining the team’s stationary supplies, replenishing items via Oracle as required and to maintain an inventory or equipment within the team as required.
• Disseminate information to team members as required.
• To support the central management team in recruitment processes e.g. preparation of shortlist and interview packs, booking interview venues etc.
• To report health & safety and environmental issues as appropriate.
• To support the induction of new staff to the team including orientation to the building, administrative process and procedures.
• To maintain good communication and liaison between other staff, department and the public.
• Ability to work collaboratively with the Central Administration Team to ensure a seamless and collaborative approach is maintained in support the Central Management Team and centrally based clinical services.
• To participate in an administrative rota system in relation to the provision of secretarial support to Investigating Officers undertaking the investigation of complaints.
• Participate in Personal Development and review process and undertake training as required.
• To undertake other duties, providing cover across the service commensurate with the banding, as requested by the Business Support Manager.

Person specification

• Working knowledge of WCCIS
• Administrative and/or secretarial experience, preferable within an NHS or healthcare environment

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.