Personal Assistant and Support Administration

To provide a comprehensive clerical, administrative and secretarial service to the service including comprehensive and effective diary management and support to the Service.

Responsible for organising meetings, preparing agendas and papers as required. Recording of formal minutes and notes and following up any actions. Liaising with other Health Board staff, external organisations and contractors.

Handling sensitive, potentially contentious and confidential information and data and using tact, diplomacy and persuasive skills where cooperation is required.

Planning and co-ordination of minor projects and events as required.

Line manage the Administration Team.

Oversee the co-ordination, organisation, planning and provision of training, meetings, workshops and events to support programme delivery.

Ensure timely, high quality reports are produced to meet reporting requirements.

Compile reports based on analysis of highly complex information.

Ensure that tracking mechanisms are in place and maintained to meet progress monitoring requirements.

Communicate effectively with staff throughout the PTHB in relation to areas of responsibility.

Assist in the ordering process and data input.

Powys is cited as being a wonderful place to live and work. It is a rural health setting where you can personally and professionally grow and patients are truly at the heart of care provision. If you are an ambitious professional in search of job satisfaction that others can only dream about, prepare for a very pleasant surprise as Powys is the place to be. We are looking for staff who have energy, enthusiasm, commitment and drive and who are patient-centred. Whatever your career aspirations, we are committed to supporting and developing you.

Powys Teaching Health Board is responsible for meeting the health and wellbeing needs of the population of Powys. As a rural health board we have around 133,000 people living across an area that is a quarter of the land mass of Wales. Powys is the largest county in Wales with Snowdonia to the North and the Brecon Beacons to the South, the spectacular scenery is something to behold. Working in partnership, we commission and provide award-winning hospital, community, mental health and learning disability services, so our portfolio is varied and diverse. We are proud to offer patients an unrivalled level of care, not to mention a wide range of careers for professionals who want to make a real difference. If working for Powys Teaching Health Board is something that is of interest, we may have an opportunity just for you

Service Management

Provide a clerical, administrative and full secretarial service to the service within PTHB, including support for programme work stream leads.

Arrange and confirm appointments and meetings on behalf of the service including booking venues and facilities as directed e.g. hospitality, equipment, travel, accommodation etc.

Undertake duties in a public setting including venue set up, hospitality, meet and greet, issuing information and note taking.

Diary management and coordination for the service; at all times assessing the appropriateness of meeting timings, helping to prioritise tasks and arrangements co-ordinating electronic and paper diary systems accordingly.

Management of electronic office monitoring systems and document configuration.

Management of accurate paper-based office systems such as brought forward systems for meeting papers and pending items, ensuring deadlines are met.

Coordinating, checking and processing of monthly returns ensuring that they are signed off, sent and processed in a timely manner.

Update monthly risk logs and obtain and collate weekly/monthly work stream reports to submit end of work/project reporting reports.

Plan annual programmes of formal meetings, in discussion with the Chair; prepare agendas, co-ordinate collation of papers, take formal minutes of meetings; distribute after approval from the meeting Chair and take appropriate follow-up action if required.

Provide a full administration service with the ability to prioritise and manage own workload with minimum supervision and deal with competing demands with frequent interruptions. Planning and organising activities, some of which maybe complex and sensitive requiring the quick adjustment of plans.

Liaise with PTHB Communications team to ensure the programme intranet pages and social media are suitably maintained on behalf of the Business Partner.

Prioritisation and delegation of incoming mail and telephone calls for the service, bringing urgent items to the attention of the Business Support Manager. Replying to routine queries, correspondence and drafting responses where necessary.

Answer/deal with face to face, electronic and telephone enquiries.

Respond positively to change in the working environment and to deal effectively with work pressures when they arise.

Independently undertake the planning and coordination of projects and provide project su