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Lead Administrative Coordinator
3 months ago
Position Overview
An exciting opportunity has emerged for a motivated individual to join our organization as a Lead Administrative Coordinator within the Immunisation and Vaccination Business and project team. The successful candidate will thrive in a dynamic environment that often presents challenges and will require exceptional communication abilities. This role involves overseeing the daily operations of administrative personnel, providing guidance, support, and expertise to the booking hub, while also assisting Senior Business Support Managers and other senior personnel within the immunisation and vaccination sector.
Key Responsibilities
The Lead Administrative Coordinator will be responsible for delivering and coordinating a comprehensive, confidential, and high-quality administrative service for the Immunisation and Vaccination Team. Key duties include:
- Operating independently to develop and implement administrative systems.
- Managing and prioritizing personal workload while seeking guidance and escalating issues as necessary.
- Collaborating with staff at all levels and contributing to a multidisciplinary team, demonstrating effective influencing and persuasion skills to meet deadlines.
- Facilitating high-level coordination between services and senior management to generate reports, briefings, and documentation for meetings and key stakeholders.
- Preparing agendas and documents, taking formal and informal minutes/action notes, and distributing them appropriately while ensuring all actions are completed.
- Maintaining effective working relationships with staff at all levels, both internal and external, across the health economy.
- Serving as a point of contact for the Immunisation and Vaccination system to address inquiries and resolve issues promptly and efficiently.
About Powys Teaching Health Board
As the smallest Health Board in Wales, Powys Teaching Health Board values each team member's contributions to our diverse portfolio of community-based services. Together, we strive to make a significant impact on our patients and enhance our esteemed reputation.
We are committed to being a supportive and progressive employer, encouraging career development through various pathways. Our location in one of the most picturesque rural counties in Britain allows us to prioritize a healthy work-life balance, recognizing the importance of employee well-being.
To learn more about our organization and the benefits we offer, please explore our resources, where you can find information about our values, staff experiences, and the beauty of our county.
Job Responsibilities
A detailed Job Description and Person Specification can be found in the supporting documents or by accessing the application portal.
Qualifications and Knowledge
Essential
- NVQ level 3 or equivalent experience.
- Advanced keyboard skills (RSA level III).
Experience
Essential
- Proven experience in relevant administrative roles, including meeting coordination, handling inquiries, and maintaining administrative systems.
- Experience managing confidential and sensitive information, ensuring proper record maintenance and storage.
- Proficiency in producing reports, spreadsheets, and correspondence.
- Ability to work autonomously.
- Familiarity with policies and procedures regarding confidential data management.
- Competence in using the MS Office Suite.
- Knowledge of filing and data systems, including records management.
- Understanding of administrative and organizational procedures gained through training and relevant experience.
- Experience in minute-taking and documentation.
Desirable
- Experience working within an NHS environment.
- Detailed knowledge of WIS.
- Supervisory experience.
- Experience analyzing and interpreting data to identify trends for remedial action.
- Experience in a multidisciplinary setting.
Skills and Abilities
Essential
- Strong planning and organizational skills.
- Ability to work collaboratively within a team.
- Capability to work independently.
- Excellent time management.
- Willingness to learn and develop new skills.
Desirable
- Proficiency in Welsh.
- Commitment to continued personal development.
Values
Essential
- Demonstration of Powys Teaching Health Board values.
- Respect for confidentiality.
Additional Requirements
Essential
- Ability to travel as required.
- Resilience and capability to work under pressure to meet strict deadlines.
