Executive Assistant in Cwmbran

Job overview

This role will be based at Vantage Point House, Cwmbran.

The post holder will be primarily and directly responsible to the Executive Director of Operations and Deputy Director of Operations (the assigned managers) and will provide an efficient, professional and comprehensive secretarial and administrative support service to the assigned manager(s) and their department as required.

The successful candidate will be fully supported in the role, including a period of shadowing with the current postholder.

Main duties of the job

The post holder will be responsible for accurate preparation of high standard written materials and for maintaining records which will include handling sensitive and confidential staff and patient information.

The post holder will act as the first point of contact for all methods of communication, including diary management, on behalf of the assigned manager(s).

The post holder is expected to work flexibly to support the assigned manager(s), will liaise with other departments on their behalf and their team, and will assist and support colleagues where required.

The post holder will review the operation of administrative and support procedures for the assigned manager(s) and recommend and implement any necessary improvements.

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

• Working for our organisation
• #Remarkable People

Our workforce is made up of over 4,000 remarkable people who contribute to the delivery of world-class patient care across Wales, 24 hours a day, 365 days a year.

Whether you work in a patient-facing role or within our range of support services, the work that you do enables us to provide high quality care, wherever and whenever we’re needed.

The Trust recognises the need for its workforce to represent the diversity of the population it serves across the whole of Wales and seeks to create an environment where diversity is celebrated and inclusivity matters.

We are also keen to break down any barriers into the Trust, and would encourage applications from under-represented groups, including those from Black, Asian and Minority Ethnic communities, LGBTQ+ communities and disability groups.

Careers within the Welsh Ambulance Services University NHS Trust are diverse and varied, with opportunities arising right across the service.

Whatever your skills and background, you’re sure to find a career with us which is fulfilling, challenging, and rewarding.

In line with the Trust’s Starting Salary Procedure, all applicants will start at the bottom of the band for the position applied for, but can apply for a higher salary if they have previous experience relevant to the position.

• Detailed job description and main responsibilities
• COMMUNICATION AND RELATIONSHIPS
• Act as a key point of contact for the assigned manager(s).
• Communicate complex and sensitive information effectively where persuasion or negotiation may be required.
• Establish and maintain effective communication methods and working relationships with a wide range of people across the Directorate, the Trust, and external stakeholders where required.
• Exercise tact and diplomacy when dealing with staff and departmental matters and procedures relevant to the portfolio of the assigned manager(s).
• Confidentiality must be maintained at all times and in all communication whether written or oral
• SERVICE DELIVERY
• Organise and administer specific aspects of the function as required, including:
• Manage the email inbox and calendar(s) of the assigned manager(s) in a timely and appropriate manner.
• Coordinate and prepare agendas relevant to the assigned manager’s(s’) portfolio.
• Take formal minutes and progress actions accordingly.
• Collate and distribute appropriate paperwork in a timely manner.
• Organise internal and external meetings, making all associated arrangements. This includes working flexibly to provide support as required e. g. arranging meetings/events.
• Coordinate travel, accommodation and catering arrangements as required, ensuring best value for money
• Ensure that appropriate filing and bring forward systems are in place and maintained.
• Maintain records management systems to ensure compliance with the requirements of the Data Protection and Freedom of Information Acts.
• Collate any payroll returns and facilitate effective authorisation by assigned manager(s) in a timely manner.
• Work autonomously acting on own initiative to prioritise workload.
• Will provide reception and switchboard/telephone cover as required, greeting visitors and callers in a professional and courteous manner, working proactively to meet their needs.
• Operate with speed and accuracy as a loggist to support a commander in an incident declaration where required, working in the Incident Coordination Centre environment.
• FINANCIAL RESPONSIBILITY
• Responsible for monitoring and maintaining standard office conditions and equipment, including stocks of stationery
• Reporting of general faults relating to the office environment and site estate.
• Responsible for ordering and receipting of goods such as stationery and office equipment and maintaining stock control in order to ensure an efficient office environment.
• Responsible for processing requisition invoices and orders for payment

Person specification

Qualifications and/or Knowledge

Essential criteria

• NVQ level 3 Diploma or equivalent qualification and / or equivalent demonstrable experience
• Extensive knowledge of Microsoft Office packages i. e. Teams, Word, Excel, Power Point and Outlook.
• Knowledge and experience of a range of administrative services acquired through training.
• Willingness to undertake loggist training and maintain competence as a loggist capable of working in the incident coordination centre.

Desirable criteria

• Trained Loggist.

Experience

Essential criteria

• Significant experience of working within a demanding/ high intensity environment, working with complex issues with competing priorities and workloads.
• Relevant experience in an administrative / office environment.
• Experience of providing secretarial and administrative support to a senior manager.
• Experience of effective diary management.
• Experience of handling enquiries/ correspondence, including confidential/ sensitive information.
• Experience of co-ordinating meetings including preparation of agendas, collation of reports and minute taking.
• Keyboard Skills

Desirable criteria

• NHS Experience
• Experience working a reception
• Values

Essential criteria

• Honest.
• Other

Essential criteria

• Flexible approach to meet the needs of the service
• Aptitude and Abilities

Essential criteria

• Excellent organisational skills and the ability to prioritise workload, meet deadlines and work under pressure.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Good understanding of the importance of confidentiality.
• Reliable and conscientious.
• Methodical and well organised.
• Excellent time management.
• Confident and able to use own initiative and demonstrate assertiveness when necessary.
• Conscientious: self-motivated to produce high quality work.
• Ability to work with clinicians, staff and volunteers at all levels.
• Able to communicate verbally at all levels.

Desirable criteria

• Ability to speak Welsh.
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