Personal Assistant

5 months ago

Cardiff, United Kingdom Cardiff and Vale University Health Board Full time

An exciting opportunity has become available within the Critical Care Directorate for a highly motivated, enthusiastic and proactive PA.

You will be part of a small busy team, and will have contact with a wide variety of people, both internal and external to the organisation. You must have excellent organisational skills and be able to demonstrate initiative in planning your own workload in a way that supports the work of the team. Accuracy and attention to detail are imperative, as is the ability to take a lead in dealing with issues and managing actions.

You will be expected to have effective communication skills and a flexible approach. Previous experience as a PA and a high level of competency in using Microsoft Office are essential.

This is a full time post, but part time hours and job share will be given serious consideration.

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

To input accurate data into the Healthroster system on a daily basis for all staff groups, for example, actuals, sickness, special leave, etc ensuring this is completed within the required timescale.

Maintain databases for sickness and absence, changes, terminations and annual leave for the Directorates to report accurate information.

Assist with the extract and submission of the weekly/monthly payroll files, helping with service user queries, chasing roster finalisation and running/checking reports.

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.

Our mission is “Caring for People, Keeping People Well”, and our vision is that every person’s chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population’s health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.

Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.

To manage and maintain an accurate and detailed diary/computer scheduler for the Management team.

To arrange meetings and appointments including the co-ordination of dates and diaries, this may also include arranging visits, demonstrations and presentations from outside organisations. This may also include arranging transport e.g. rail travel/flights, accommodation, venues, refreshments, car parking, using the Oracle computer system.

To be responsible for collating and preparing all necessary papers and information in readiness for meetings.

To be a point of contact for the Directorates, ensuring all messages are actioned with an appropriate response in good time.

To support the General Manager, Deputy General Manager, Service Manager, Lead Nurse and Senior Nurses through the processing and transmitting of patient data using both paper and computerised systems.

To provide first line response to complainants and other enquiries from staff, patients, relatives, external stakeholders and members of the public on behalf of the Directorate, ensuring that these are dealt with in an appropriate and timely manner, and confidentiality is maintained at all times.

To type and produce correspondence, letters, reports, minutes of meetings, which may be drafted or originated by the post holder where appropriate, using Microsoft Word, PowerPoint and Excel, and presented in the appropriate format (e.g. using Cardiff & Vale Board format for Board papers). To draft meeting Agendas where necessary.

The post holder will be responsible for ensuring action points are followed up and actioned accordingly, agenda management and also the appropriate distribution and collation of all relevant documentation for the meeting.

Establish and maintain an effective filing system to ensure the systems are fit for purpose. Responsibility for management of stationery and other supplies for the office ensuring that adequate levels are maintained within the department. Responsible for ordering equipment/Stationery via Oracle.

Maintain databases for sickness & absence, c

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