Administrative Support Officer for Veterans NHS Wales

3 weeks ago

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

Job Overview

We are seeking a motivated and skilled individual to become a vital part of our administrative team. The ideal candidate will deliver extensive secretarial and administrative assistance to the Director Consultant, Psychiatrist, and Veteran therapists at Veterans NHS Wales, while also supporting the Psychology & Psychological Therapies Directorate.

The role entails providing a thorough and responsive suite of high-quality administrative, secretarial, and clerical support to the Director Consultant, Psychiatrist, Veteran Therapists at Veterans NHS Wales, and the Psychology & Psychological Therapies Directorate.

Proficiency in Welsh is preferred for this position; applications are welcome from both Welsh and English speakers.

Key Responsibilities

The position requires regular communication with Secretaries across the other six Local Health Boards that comprise the spokes in the Veterans NHS Wales National Service.

Responsibilities will vary and include:

  • Word processing and document preparation
  • Database management
  • Overseeing the electronic calendar of the VNHSW Director
  • Organizing and coordinating meetings and conferences
  • Booking venues and meeting rooms
  • Collecting and compiling data related to sickness leave, special leave, study leave, mandatory training, and honorary contract
  • Assisting with staff onboarding
  • Arranging IT setups for new hires
  • Answering phone calls and serving as the primary contact for the Directorate
  • Digital audio typing and minute-taking
  • Filing, photocopying, faxing, scanning, and drafting correspondence related to health professionals, patients, clients, and caregivers

This list is not exhaustive.

The post holder is expected to exercise discretion, sensitivity, and maintain confidentiality while handling information in a professional manner.

Attendance at various Directorate meetings is also required.

About Cardiff and Vale University Health Board

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff and providing more than 100 specialized services. We operate across six hospital sites and offer a diverse range of career opportunities. Our focus is on addressing the health and care needs of our local population while collaborating with partners to enhance regional services. Together, we are dedicated to improving health outcomes for all, delivering exceptional care and support.

Our mission is "Living Well, Caring Well, Working Together" , and our vision is to ensure that every individual has an equal opportunity to lead a healthy life. Our ten-year transformation and improvement strategy, Shaping Our Future Wellbeing, allows us to work collaboratively with the public and our workforce to ensure the sustainability of our health board for the future.

Job Responsibilities

A comprehensive Job description and Person Specification can be found in the supporting documents or accessed through the application portal.

Qualifications

Essential

  • A solid educational background, including GCSE or equivalent qualifications in Mathematics and English
  • RSA / OCR Level II / III qualification

Desirable

  • Evidence of ongoing professional development

Experience

Essential

  • Experience in an office environment in an administrative or secretarial capacity
  • Experience within the NHS or healthcare sector
  • Proficiency in spreadsheet and database software
  • Experience working with vulnerable or marginalized groups
  • Familiarity with NHS IT systems such as Oracle, PARIS, ESR, etc.

Desirable

  • Knowledge of medical terminology

Skills

Essential

  • Advanced computer skills, particularly in Microsoft Office Suite including PowerPoint, Excel, and Teams
  • Strong oral and written communication abilities
  • Capability to perform under pressure in a fast-paced environment
  • Excellent organizational skills

Desirable

  • Understanding of the Mental Health Act

Special Knowledge

Essential

  • Knowledge of confidentiality, information governance, and GDPR requirements
  • Ability to work effectively within a multidisciplinary team

Desirable

  • Evidence of ongoing professional development

Personal Qualities

Essential

  • Ability to take initiative
  • Understanding of the role's boundaries and responsibilities
  • Flexible and adaptable work approach
  • Reliability
  • Empathy and diplomacy
  • High levels of enthusiasm and motivation
  • Ability to remain composed under pressure

Desirable

  • Evidence of ongoing professional development

Other Requirements

Essential

  • Capability for independent travel to various locations within the health board
  • Ability to work within a multidisciplinary team

Desirable

  • Proficiency in Welsh or another non-English language and a willingness to utilize this skill

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