Personal Assistant to Head of Estates Operations
2 weeks ago
We are seeking an experienced Personal Assistant to support the Head of Estates & Facilities Operations and portfolios within the Estates & Facilities Team at an exciting time.
The large team embodies the values and behaviours of the Health Board and requires an individual to fully embrace these values in order to support development of all.
To organise and plan the workload for the Head of Estates Operations, ensuring that the arrangements for meetings and appointments are managed effectively; that any relevant papers are available as appropriate and that workflow is scheduled so that deadlines are met.
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
- Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
- Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
- 48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
- Numerous locations providing mental health and learning disabilities services.
Review all the Head of Estates Operations correspondence, determining and ensuring appropriate actions, identifying areas of concern and ensure that the Director of Estates & Facilities is aware of such matters and that they are being handled in accordance with agreed protocols.
To organise and plan the workload for the Head of Estates Operations, ensuring that the arrangements for meetings and appointments are managed effectively; that any relevant papers are available as appropriate and that workflow is scheduled so that deadlines are met.
Organise and administer specific aspects of services including:
- Coordinate and prepare agendas
- Minute taking and progressing actions
- Assisting with organisation of any development sessions
- Copy and distribute appropriate paperwork
- Coordinate travel, accommodation and catering arrangements if required
Respond promptly and appropriately to requests for information from within the organisation and from external bodies providing assistance and feedback in a prompt and efficient manner.
Exercise judgement and discretion in the day to day handling, monitoring and filtering of appointments and enquiries.
Ensure that the Head of Estates Operations is provided with briefings to inform meetings with others and/or decisions to be taken.
Ensure the co-ordination of annual leave of direct reports and liaise with colleague PA’s in respect of the Head of Estates Operations annual leave.
You will be able to find a full job description and person specification attached within the supporting documents.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these mínimal desirable requirements during the course of your employment with us.
Interviews will be held on 03/03/2023.
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