Clinical Directorate Administration Support Officer

Wales has embarked on an exciting new portfolio of programmes and projects to transform the way clinicians transform to digital ways of working, led by Digital Health and Care Wales. The clinical directorate supports the transformation agenda with professionals in areas such as business change, clinical, e library, information development and governance and research and innovation.

To support this directorate programme, we are looking for a highly motivated person to provide full-time efficient, accurate and prompt secretarial and administrative support to the Clinical Directorate Management Team including E-library.
- To support the development of office practices in relation to E-mail and Word / Excel and Microsoft 0365 based software.
- Efficiently manage the diaries of the Clinical Directorate Management and E Library team, scheduling appointments/meetings as required and bring forward file both manually and electronically. Prioritise workload and resolve conflicting diary requirements.
- To support and maintain office management and knowledge of office procedures and propose changes where necessary.
- Co-ordinate and organise meetings both all Wales, events and Boards etc, co-ordinating papers and responses on behalf of the Management Team, taking minutes, booking conferences, travel and accommodation arrangements for meetings across Wales, UK and internationally.
- Audio and copy typing and formatting of correspondence, reports, and other documents. Taking minutes at internal and external meetings.
- To create and maintain a suitable IT filing structure for easy identification and retrieval of documents. Maintenance of appropriate filing and administrative systems.

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

Digital Health and Care Wales (DHCW) is part of the NHS Wales family and has an important role in changing the way health and care services are delivered through technology and data. The organisation supports frontline staff with modern systems and access to important information about their patients, while empowering the people of Wales to manage their own health through digital NHS Wales services.

Working for DHCW offers lots of employee benefits, including flexible working, a competitive salary, 28 days of annual leave plus Bank Holidays and opportunities for career development. We are committed to recognising and celebrating our staff as the most valuable part of our organisation.

Join our game changing, life-saving team and start making a real difference to health and care services in Wales.
- To maintain a professional image appropriate to the role using excellent oral/verbal communication skills to carry out duties with tact, confidentiality, diplomacy, sensitivity and empathy and initiative as required.
- Maintain a professional image of DHCW whilst managing conflicting interruptions including meeting and signing in all visitors on behalf of DHCW Clinical Directorate, switchboard, answering general queries from all staff whilst completing tasks assigned by Clinical Directorate Management Team.
- To provide support to Management Team of the Clinical Directorate, DHCW. Anticipating the requirements of the Management Heads and proposing solutions to any foreseeable issues.
- To have a relevant understanding and knowledge of policies and functions of the Clinical Directorate to provide the required support.
- To provide an efficient, accurate and prompt secretarial and administrative support to the Directors of DHCW to a high standard as and when required.
- Liaise with admin support staff ensuring an effective office system is maintained as required.
- Produce agendas, papers, charts, undertake research and produce basic reports. Manage the timely collation of information to allow reports/presentations to be quality assured, finalised and submitted for collation in agendas and papers.