PA / Medical Secretary to the Medical Director

Job overview

The post holder will provide a comprehensive, efficient, and effective high quality administrative service and be the first point of contact for the Service and Team, ensuring a professional and positive attitude at all times and will:

• Organise and plan the daily schedules, dealing with sensitive and confidential information appropriately, utilising diplomacy at all times.
• Assist the Managers and Team in undertaking projects and tasks to support their workload and provide accurate and well-presented correspondence, reports, and letters.
• Participate and contribute towards the development of electronic working models in order to maximise the benefits of desktop technology and improve processes across the Service dealing with correspondence emails, letters, reports, memos, faxes, complaints, and requests from internal and external bodies. Using own judgement to initiate and prepare responses on behalf of management or respond directly as appropriate. Ensuring all responses are provided within the required timescales.

Work autonomously through working day and manage workload effectively undertaking other duties/projects as be required

Main duties of the job

• Maintain effective procedures and systems for recording and filing information. Establish and maintain diaries, ensuring they are regularly kept up to date this will involve complex scheduling and re-arranging of diaries Organise and schedule complex meetings, ensuring that; Attendees informed, venue is organised, with refreshments if required Any relevant documents are prepared and circulated prior to the meeting Take formal minutes, ensuring that they are accurately typed and distributed promptly meeting strict deadlines. Assist in the co-ordination and production of strategic reports i.e. Monthly papers whilst working within a busy environment with frequent interruptions. There will be an requirement to travel to other sites of the Health Board

Detailed job description and main responsibilities

Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh

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