Team Secretary

Aneurin Bevan University Health Board; Cwmbran; On-site; GBP 19,000 - 24,000; Full time

Job summary

Aneurin Bevan University Health Board (ABUHB) is seeking a capable administrator/secretary to provide comprehensive secretarial and administrative support to the Central Management Team. The role involves handling enquiries, coordinating referrals, meetings, and maintaining accurate records to ensure efficient day-to-day operations in a NHS setting.

The post is a secondment for 18 months, with Welsh and/or English language applicants welcome.

Qualifications

• Proven admin and secretarial capabilities within a health or NHS setting.
• Strong organisational and diary management skills.
• Experience handling staff records, recruitment processes and governance requirements.

Responsibilities

• Provide high-quality administrative and secretarial support to the Central Management Team.
• Manage enquiries, correspondence and communications with staff, patients and external organisations.
• Coordinate referrals, meetings, agendas, minute taking and follow-up actions.
• Maintain records and information systems, support reporting and information governance compliance.
• Support workforce processes including recruitment, staff records, induction and absence monitoring.

Skills

Administrative experience

Secretarial experience

NHS/healthcare experience

WCCIS knowledge

Tools

Oracle

Job description

o To provide comprehensive secretarial and administrative support to the Directorate Leadership Teamo To support central based clinical services with referralso Expected to use their own initiative and work with Senior Management ensuring good working relationships with alldepartmental 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.

About us

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.

Job responsibilities

To provide an efficient and effective secretarial and administrative support to the Central Management Team, including copy andaudio typing, photocopying, filing, creation of spreadsheets and databases etcTo process both incoming and outgoing mail, including emails, dealing with all correspondence in an appropriate and timelymanner. This may include drafting / formulating responses to routine correspondence on behalf of Management Team MembersTo act as point of contact for the Directorate including receipt of visitors to the team and telephone enquiries, ensuring messagesare communicated to team members in a timely mannerCAJE REF 2026/0202APPROVED 04/09/2026To maintain the Central Management Teams electronic diaries. To maintain the whereabouts system for the team to ensure teammembers are contactable at all timesTo take appropriate action in the absence of staff e.g. covering clinical activity with alternative clinicians, cancelling visits,meetings etcTo set up and maintain an effective filing system including electronic systems as appropriate in accordance with the health recordkeeping standards and be responsible for maintaining storage and tracking systems of case notes / medical records held with theteamTo act as point of contact for the multi-disciplinary referral process ensuring that referrals are received and processed inaccordance with the referral procedures for the centrally based clinical teamsTo be responsible for the administration of the clinical Management Information system for centrally based Clinical Teams. Thiswill include data entry, data validation and retrieval of informationTo arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute takingas requested and ensure that follow up actions are communicated when appropriateTo support the Central Management Team in carrying out their staff management activities including maintenance of staffpersonal files, scheduling of supervision and PADR sessions for team members as necessary, and implementation andmaintenance of systems to record periods of absence such as annual leave, sickness, study leave etc, providing reports toBusiness Support Manager as requestedTo maintain data capture systems as appropriate and populate information requests on behalf of Management Team Memberse.g. waiting lists, quality indicators, service reviews, presentations etcTo 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 theBusiness Support Manager in the development and implementation of consistent and robust systems and processesTo be responsible for maintaining the teams stationary supplies, replenishing items via Oracle as required and to maintain aninventory or equipment within the team as requiredDisseminate information to team members as requiredTo support the central management team in recruitment processes e.g. preparation of shortlist and interview packs, bookinginterview venues etcTo report health & safety and environmental issues as appropriateTo support the induction of new staff to the team including orientation to the building, administrative process and proceduresTo maintain good communication and liaison between other staff, department and the publicAbility to work collaboratively with the Central Administration Team to ensure a seamless and collaborative approach ismaintained in support the Central Management Team and centrally based clinical servicesTo participate in an administrative rota system in relation to the provision of secretarial support to Investigating Officersundertaking the investigation of complaintsParticipate in Personal Development and review process and undertake training as requiredTo undertake other duties, providing cover across the service commensurate with the banding, as requested by the BusinessSupport Manager

Person Specification

• Working knowledge of WCCIS


• Administrative and/or secretarial experience, preferable within an NHS or healthcare environment

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.