Divisional Support Assistant - INTERNAL in Newport

The key role is to provide administrative support to the Divisional Support, Senior and Divisional Management Teams. Responsible for undertaking a wide range of administrative duties including responding to calls, liaising with patients, their families and other professionals (maintaining confidentiality), managing diaries, typing, sending and filing letters, creating and maintaining databases, and processing invoices and orders on Oracle.

The postholder will need a high level of concentration and be able to multi-task due to frequent interruptions within the office (telephone calls, queries etc.). To work independently and manage their own workload. To be able to prioritise accordingly in your duties as there may be times when you are faced with urgent issues which would take priority over day-to-day tasks.

To use a variety of systems including Microsoft Word, Excel, PowerPoint, Outlook, Microsoft 365, SharePoint and Oracle on a daily basis to support the function of the services. Welsh and/or English speakers are equally welcome to apply.

Main duties of the job:

• Ability to effectively communicate at all levels, liaising with all colleagues as well as across cross-Divisionally within the Health Board and externally with statutory partners and via all modes of communication.
• Exercising judgement and tact when dealing with telephone messages, passing them on appropriately and responding to them as required.
• Dealing with sensitive enquiries from patients and their relatives in a sympathetic and caring manner, sometimes in distressing circumstances.
• Take responsibility for reporting departmental problems in relation to maintenance, IT equipment, etc.
• Organise Divisional and Directorate meetings, preparing all documents to support each meeting’s purpose.
• Maintain electronic diaries.
• To have an appreciation of prioritising tasks in order of urgency thus facilitating efficient time management.
• Organise multi-disciplinary meetings, ensuring that all relevant parties (including outside agencies) are informed of the time, date, and venue and to receive relevant papers in a timely manner beforehand.
• Service and attend meetings as required, circulating agenda papers and minutes prior to the meeting and producing all relevant paperwork and files required on the day.
• Take and transcribe minutes of meetings, distributing them within agreed timescales.
• Distribute and process all mail received.
• Competent in using Oracle to place orders, receipt goods and process invoices, ensuring prompt payment.

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.

Skills and Attributes:

Essential criteria:

• Ability to communicate effectively, both verbally and in written form.
• Ability to organise and prioritise workload effectively.
• Ability to work independently without supervision and as part of a team.

Desirable criteria:

• Ability to speak Welsh.

Experience:

Essential criteria:

• Competent in using Oracle to place orders, receipt goods and process invoices.
• Provide secretarial/administrative support to multiple colleagues simultaneously.
• Previous experience in a fast-paced multitasking role and meeting tight deadlines.
• Demonstrate effective management of filing systems and databases ensuring they are compliant with Health Board policy.
• Management of electronic diaries.

Desirable criteria:

• Arranging and supporting meetings.

Qualifications And/or Knowledge:

Essential criteria:

• 5 GCSE's or equivalent including English language.
• Educated to vocational level 3 or have the equivalent demonstrable level of knowledge, skills and experience.
• Good Keyboard skills.

Desirable criteria:

• ECDL core modules.
• Working knowledge of database programs and inputting data.