Job summary
- Main area
- Administration Services
- Grade
- Band 4
- Contract
- Permanent: full time
- Hours
- Full time - 37.5 hours per week
- Job ref
- 070-AC046-0324-B
- Employer
- Powys Teaching Health Board
- Employer type
- NHS
- Site
- Bronllys
- Town
- Bronllys
- Salary
- £25,524 - £28,010 per annum
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
Employer heading
Administration Team Leader - Powys Living Well Service
Band 4
Be part of a 'Healthy Caring Powys' and help us transform the way we provide health and care, so our communities can Start Well, Live Well and Age Well.
Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until the annual pay uplift for 2024/25 is confirmed
Job overview
To provide a comprehensive clerical, administrative and secretarial service to the service including comprehensive and effective diary management and support for the Service.
• Responsible for organising meetings, preparing agendas and papers as
required. Recording of formal minutes and notes and following up any
actions. Liaising with other Health Board staff, external organisations and
contractors.
• Handling sensitive, potentially contentious and confidential information and data and using tact, diplomacy and persuasive skills where cooperation is required.
• Planning and co-ordination of minor projects and events as required
• Line manage the Administration Team
• Oversee the co-ordination, organisation, planning and provision of training, meetings, workshops and events to support programme delivery.
• Ensure timely, high quality reports are produced to meet reporting
requirements.
• Compile reports based on analysis of highly complex information.
• Ensure that tracking mechanisms are in place and maintained to meet
progress monitoring requirements.
• Communicate effectively with staff throughout the PTHB in relation to areas of responsibility.
• Assist in the ordering process and data input in relation to the Workforce & OD function
Main duties of the job
An exciting opportunity has arisen to appoint an Administration Team Leader to provide operational leadership and day to day management of the administration team within the Powys Living WellService.
The post holder will be responsible for assisting, maintaining and delivering an effective and efficient administrative service throughout the Powys Living Well Service.
The post holder will need to have an excellent understanding of office management and will need to be organised and clear thinking, being able to prioritise the needs of the service utilising efficiently the resource available.
The post holder should have knowledge of NHS Information systems as well as experience of using the Office 365 suite of applications.
As well as managing the day to day running of the offices, the post holder will be required to coordinate annual leave, manage staff sickness and other absences as well as undertaking PADRs for staff.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Working for our organisation
Welcome to Powys Teaching Health Board!
Powys Teaching Health Board is responsible for meeting the health and wellbeing needs of the people of Powys, mid Wales. As a rural health board with around 133,000 people living across an area that is a quarter of Wales, we provide as many services as possible locally. This is mainly through GPs and other primary care services, community hospitals and community services. As we don’t have a District General Hospital, we work closely with other organisations in Wales and England to provide services for the people of Powys. We always strive to deliver as many services in Powys as possible including assessment and follow ups after treatment. The health board also works closely with Powys County Council and the voluntary sector to meet the needs of the community.
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
Person specification
Qualifications
Essential criteria
- GCSE English and Mathematics (grade C or above or equivalent qualification)
- Typing/word processing qualification e.g. RSA level 3 or equivalent
- Diploma level education or equivalent experience
Desirable criteria
- Bronze IQT
- European Computer Driving License or equivalent
Experience
Essential criteria
- Experience of relevant practical administrative work, including arranging meetings, handling telephone enquiries, receiving visitors in a friendly and efficient manner and establishing and maintaining office systems both electronic and manual.
- Proven work record of consistently achieving high standards and delivering objectives and priorities
- Experience of supporting programmes/projects ideally within the NHS or a public sector organisation
- Evidence of compiling and producing high quality professionally written reports
- Experience of using Microsoft packages, including Project, Word, Excel, PowerPoint, Outlook, Access and Visio
- Experience of developing relationships with external agencies and organisations
Desirable criteria
- Evidence of successful completion of Programme/ Project Management training
- Knowledge of Oracle system
- Knowledge of CYPRIS system
- NHS Patient information systems
Aptitude and Abilities
Essential criteria
- Ability to communicate and build effective working relationships with colleagues at all levels both internally and externally
- An understanding of the Data Protection Act particularly in relation to confidentiality
- Ability to deal with confidential issues in a professional and sensitive manner
- Excellent verbal and written communication skills
- Evidence of political awareness and sensitivity to the high profile of the Health Board
- Ability to communicate clearly and succinctly, both orally and written
- Ability to take accurate minutes
- Ability to prepare information for meetings and seminars
Desirable criteria
- Ability to speak Welsh
Values
Essential criteria
- Can demonstrate PTHB Values
Other
Essential criteria
- Can travel to different sites within PTHB for meetings / training
- Ability to travel across Powys
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Sian Jones
- Job title
- Business Support Manager
- Email address
- [email protected]
- Telephone number
- 01874 442910
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