Divisional Secretary - INTERNAL in Newport

Experience

Essential criteria

Qualifications And Knowledge

Essential criteria

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. Each job advert includes the relevant manager’s contact details, and you are encouraged to discuss any adjustments you may require directly with them. There is no obligation to disclose any personal or medical information—simply let us know what support would help you to participate fully. 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 abb.vacancyrequests@wales.nhs.uk. 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Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process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

PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY ANEURIN BEVAN UNIVERSITY HEALTH BOARD

We are seeking a highly organised and proactive Divisional Secretary to provide comprehensive secretarial and administrative support to the Divisional Management Team within the Division of Surgery. The post holder will play a key role in ensuring the smooth and effective running of divisional business by delivering high-quality administrative, organisational and communication support. Working closely with senior managers and clinical leaders, the Divisional Secretary will coordinate complex diaries, organise meetings, prepare agendas and papers, take accurate minutes and maintain action logs. The role will also support the preparation of reports, presentations and correspondence, while acting as a central point of contact for internal and external stakeholders. The successful candidate will possess excellent organisational and communication skills, with the ability to manage competing priorities, work independently and maintain confidentiality at all times. A flexible and professional approach is essential, together with strong IT skills and experience of working in a busy administrative environment. This is an exciting opportunity to join a dynamic management team and contribute to the effective delivery of services across the Division of Surgery, supporting operational, workforce, governance and service improvement activities that ultimately enhance patient care and outcomes.

Main duties of the job. The Divisional Secretary will provide comprehensive administrative and secretarial support to the Divisional Management Team, ensuring the smooth and efficient operation of divisional services. Key responsibilities include managing diaries, coordinating meetings, preparing agendas and papers, taking and distributing minutes, and maintaining action logs. The post holder will act as a central point of contact for a wide range of internal and external stakeholders, handling enquiries professionally and maintaining effective communication across the Division. The role will support the preparation of reports, presentations, correspondence and other documentation, while maintaining accurate records and administrative systems. The successful candidate will assist with the organisation of governance, operational and workforce meetings and support the monitoring of actions and deadlines. They will also contribute to recruitment and workforce administration processes, including arranging interviews and maintaining staffing records where required. Working closely with senior managers and clinical leaders, the Divisional Secretary will be expected to use initiative, prioritise competing demands, manage confidential information appropriately and provide a high-quality administrative service within a busy NHS environment. The post holder will help ensure that divisional business is delivered efficiently and effectively, supporting high standards of patient care and service delivery. 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.

Experience

Essential criteria

• Previous experience of working as a Secretary

Desirable criteria

• NHS experience and experience of working as a Medical Secretary
• Experience of Minuting Meetings
• Experience of MDT Meetings
• Experience of Electronic Diary Management

Qualifications And Knowledge

Essential criteria

• English Language GCSE 'O' level or equivalent
• Knowledge of secretarial procedures and systems. Knowledge of specialist medical/terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures equivalent demonstrable level of skill
• Advanced keyboard skills RSA 11/111 Typing or equivalent demonstrable level of skill

Desirable criteria

• Studying toward Medical Secretarial Qualification.

Skills and Attributes

Essential criteria

• Ability to communicate well with all levels of staff and members of the public
• Knowledge of Medical Terminology and audio transcription

Desirable criteria

• Ability to speak Welsh

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