Team Secretary in Cwmbran

Cwmbran Full-Time On-site

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We encourage applications from all with protected characteristics, including disabled and neurodiverse candidates and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.

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Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments or support needed. If you need any documents in a larger font or a different format (such as braille) please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3 or email [email protected]

If you are successful at interview for this post you will receive your conditional offer of appointment and information pack via email.

We reserve the right to close this vacancy at any time. Therefore we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Aneurin Bevan University Health Board support flexible working.

Health Board grounds are required to be smoke-free by law. Smoking is not permitted anywhere on ABUHB sites. This applies to all staff, contractors, patients and visitors. More details are available in our Smoke-Free Environment Policy . For help to quit smoking please contact our Help Me Quit Team About Help Me Quit - Aneurin Bevan University Health Board

Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process

Job overview

• To provide comprehensive secretarial and administrative support to the Directorate Leadership Team
• To support central based clinical services with referrals
• Expected to use their own initiative and work with Senior Management ensuring good working relationships with all
departmental staff

This is a secondment post for 18 months to cover the needs of the service.

If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

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Provide high-quality administrative and secretarial support to the Central Management Team, ensuring the efficient day-to-day operation of services. Act as a key point of contact for staff, patients, visitors and external organisations, managing enquiries, correspondence and communications effectively. Coordinate referrals, meetings, diaries and service activities, including agenda preparation, minute taking and follow-up actions. Maintain accurate records and information systems, supporting data reporting, performance monitoring and compliance with information governance requirements. Support management and workforce processes, including recruitment, staff records, induction, absence monitoring and the organisation of training and service events.

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

Working for our organisation

Aneurin Bevan University Health Board (ABUHB) is a multi-award-winning NHS organisation serving the communities of Gwent. With more than 14,000 staff and volunteers, we provide safe, high-quality, and compassionate care across hospitals, GP practices, community services, and mental health settings. As a University Health Board, research, education, and innovation are central to our work, supporting evidence-based practice and continuous improvement.

Our work is guided by the Gwent Strategy 2025–2035, which sets out our long-term ambition to create a fairer and healthier future for our population. We focus on prevention, reducing health inequalities, and working in partnership with local authorities, voluntary organisations, and communities to improve health and wellbeing.

We are committed to creating an inclusive, supportive workplace where people feel valued, respected, and able to develop. Our values of Kindness, Integrity, and Respect shape how we care for patients and how we treat one another.

We offer a wide range of learning and development opportunities, flexible working where possible, and a comprehensive NHS benefits package. Working for ABUHB means being part of an organisation that values its people and offers the chance to build a meaningful and rewarding career while making a real difference to the lives of others.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

To provide an efficient and effective secretarial and administrative support to the Central Management Team, including copy and
audio typing, photocopying, filing, creation of spreadsheets and databases etc
To process both incoming and outgoing mail, including emails, dealing with all correspondence in an appropriate and timely
manner. This may include drafting / formulating responses to routine correspondence on behalf of Management Team Members
To act as point of contact for the Directorate including receipt of visitors to the team and telephone enquiries, ensuring messages
are communicated to team members in a timely manner
CAJE REF 2026/0202
APPROVED 04/09/2026
To maintain the Central Management Teams electronic diaries. To maintain the whereabouts system for the team to ensure team
members are contactable at all times
To take appropriate action in the absence of staff e.g. covering clinical activity with alternative clinicians, cancelling visits,
meetings etc
To set up and maintain an effective filing system including electronic systems as appropriate in accordance with the health record
keeping standards and be responsible for maintaining storage and tracking systems of case notes / medical records held with the
team
To act as point of contact for the multi-disciplinary referral process ensuring that referrals are received and processed in
accordance with the referral procedures for the centrally based clinical teams
To be responsible for the administration of the clinical Management Information system for centrally based Clinical Teams. This
will include data entry, data validation and retrieval of information
To arrange, service and attend meetings as required including preparation and circulation of agenda, papers and minute taking
as requested and ensure that follow up actions are communicated when appropriate
To support the Central Management Team in carrying out their staff management activities including maintenance of staff
personal files, scheduling of supervision and PADR sessions for team members as necessary, and implementation and
maintenance of systems to record periods of absence such as annual leave, sickness, study leave etc, providing reports to
Business Support Manager as requested
To maintain data capture systems as appropriate and populate information requests on behalf of Management Team Members
e.g. waiting lists, quality indicators, service reviews, presentations etc
To organise specific events e.g. training, conferences, team building etc, including booked of venues, delegates, refreshments,
programmes etc. To maintain administrative systems, policies and procedures utilised within the team and work with the
Business Support Manager in the development and implementation of consistent and robust systems and processes
To be responsible for maintaining the team’s stationary supplies, replenishing items via Oracle as required and to maintain an
inventory or equipment within the team as required
Disseminate information to team members as required
To support the central management team in recruitment processes e.g. preparation of shortlist and interview packs, booking
interview venues etc
To report health & safety and environmental issues as appropriate
To support the induction of new staff to the team including orientation to the building, administrative process and procedures
To maintain good communication and liaison between other staff, department and the public
Ability to work collaboratively with the Central Administration Team to ensure a seamless and collaborative approach is
maintained in support the Central Management Team and centrally based clinical services
To participate in an administrative rota system in relation to the provision of secretarial support to Investigating Officers
undertaking the investigation of complaints
Participate in Personal Development and review process and undertake training as required
To undertake other duties, providing cover across the service commensurate with the banding, as requested by the Business
Support Manager

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.