Job Description

The role requires a Personal Assistant with the ability to provide an excellent, confidential and efficient service, who would be responsible for all aspects as a Personal Assistant, including working to optimum levels in terms of efficiency, confidentiality and organisational management.

The successful candidate must be used to working at high level, be able to work on their own initiative, with the ability to quickly attain a sound understanding of the business of the Health Board and more specifically the Workforce & Organisational Development function.
The ideal candidate will be self-motivated, reliable, well-organised, used to handling highly confidential information and dealing with senior management both internally and externally. They must be able to prioritise tasks effectively and work to deadlines, handle complex diary management, have formal minute taking skills and be able to work quickly, methodically and accurately, with good attention to detail at all times. Excellent communication and organisational skills, together with good IT skill. A flexible approach and working within the Executive Administration Team is essential.

Main duties include diary management; inbox management; supporting workforce processes; recording annual leave and sickness on ESR; organising meetings, (including producing agendas, accurate minutes, booking venues, outlook diary invites, circulating papers etc.); typing and composing correspondence and emails; dealing with correspondence, monitoring telephone enquiries and providing information where appropriate; dealing with enquiries and visitors, liaising with senior members of the Health Board Management Team, Board members and other visiting professionals; dealing with complex confidential, contentious and sensitive information regarding maintaining a position of integrity at all times; dealing with and communicating information in line with relevant legislation (Caldicott Principles, Data Protection and GDPR).

 

Required Knowledge, Skills, and Abilities

The post holder is expected to be able to set up and manage office systems efficiently and effectively and be proficient in the use of IT systems including Excel, Outlook, Word and have experience of using databases. Candidates must have excellent communication and organisational skills and have knowledge of a full range of business and administration procedures acquired through qualifications or proven practical experience at Board Level.