Divisional Support Administrator

4 months ago

Newport, United Kingdom Aneurin Bevan University Health Board Full time

We are looking for an enthusiastic person to join the support team for the Divisional Management Team.

As a member of the Divisional Support Team, the post holder will provide efficient, effective and confidential administrative and telephony support for the Divisional Management Team. The post holder will provide general administrative support contributing to the efficient operation of the Divisional Management Team.

The post holder will be instrumental in providing administrative support to the Divisional Management Team, including diary management and general office administrative duties, with the opportunity for development of additional Divisional administration skills.

The post holder will be expected to work flexibly in order to ensure the smooth running of the Support Function.
- Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure time scales are met.
- Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
- Maintain an efficient and effective filing system, both personally and across the sharepoint.
- Use excellent interpersonal and communication skills in verbal and written interactions.

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

Aneurin Bevan University Health Board is a multi-award winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. This includes the Grange University Hospital which provides specialist and critical care and is the newest addition to the clinical futures strategy opening in November 2020. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Family & Therapies Division are responsible for a diverse portfolio of services that includes all aspects of women and children's services in acute and community settings as well as a range of therapies

The structure and function of the Division is diverse and complex.
- Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure time scales are met.
- To work flexibly and to seek advice when necessary, but will be responsible for managing their own area of work.
- Raise issues outside of designated control to Line Manager or relevant Senior Managers
- Arrange meetings, prepare papers and correspondence for designated Senior Managers.
- Provide administrative support to the Divisional Assistant and functions undertaken by the Divisional Management Team.
- Provide administrative support to maintenance of divisional databases as required
- Provide administrative support to the management of invoices, ensuring invoices are processed and completed to comply with financial requirements.
- To communicate sensitive information diplomatically and professionally.
- Use excellent interpersonal and communication skills in verbal and written interactions.
- Process incoming and outgoing mail and ensure prompt action by relevant managers.
- Maintain an efficient and effective filing system, both personally and across the sharepoint.
- Receive all forms of communication, ensuring they are dealt with appropriately and in a timely manner.
- Act as a point of contact for telephone calls and queries for the Divisional Management Team, ensuring that effective systems are in place to deal with and forward to the relevant member of the team appropriately.
- To handle incoming and outgoing telephone calls promptly, accurately and confidentially.
- Contact with internal and external stakeholders, for a variety of reasons including meetings and venue.
- Provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes.
- Ens

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