Corporate Secretary x 2

at  Cwm Taf Morgannwg University Health Board

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 Responsible for the delivery of secretarial and administrative services as required by the Executive Assistant. Organise and co-ordinate internal and external meetings, workshops and events requiring effective planning and organising including revisions, re-arranging and cancellations: Able to plan and prioritise own work effectively with good time management skills. Co-ordinate and prepare agendas. Minute/action note taking and monitoring action plans of meetings.
Assisting with organisation of conferences and audit days as appropriate. Copy and distribute appropriate paper and electronic documents. Coordinate travel, accommodation and catering arrangements as required. Excellent communication/telephone skills and the ability to deal with staff at all levels.
Liaison with other departments both internal and external to the Health Board. Must be confidential. Implement and maintain effective manual and electronic filing systems. To assist in the preparation of reports and presentations.
To provide a professional reception service at the WHSSC Offices dealing with telephone calls and visitors from members of the public, including liaising with complainants. Able to plan and prioritise own work effectively with good time management skills. Required to be flexible and work as a team with peers in order to ensure administrative cover is provided within the Planning and Corporate Team based in WHSSC and CTMUHB Headquarters. The post holder is required to attend meetings and training sessions as required by the organisation, and is responsible for typing up reports and minutes, and to comply with organisational or legislative requirements and refer to departmental practices and procedures and participate to put in place any changes to the working environment.
The post holder will keep the Executive Assistant advised on any developments within the organisation on a regular basis in relation to all areas within the remit of the role. Ensure the successful completion of work tasks to agreed standards as directed by the Executive Assistant. To respect the confidential nature of all work within Welsh Health Specialised Services Committee and to ensure the highest standards are maintained. To communicate information sometimes complex to staff from other departments and external contacts and pass all relevant information onto senior staff.
To assist in processing and forwarding all correspondence, reports, letters, presentations etc. Liaise with all other departments and maintain records. This may be telephone conversations, emails or formal letters and may be internal, external and other contacts. The post holder must have good communication and customer care skills.
The post holder will be required to comply with the host health boards Health & Safety Policy and actively participate in the process and have responsibility for managing risks and reporting exceptions. Liaise using tact, persuasion & diplomacy where necessary with all other departments and maintain records. Concentration by the post holder is required to meet daily deadlines including the collation of reports for the Joint Committee and sub committees. To participate in team meetings and produce minutes as required.
To undertake all duties and where required, refer to the Executive Assistant. The post holder will have appropriate secretarial experience in a busy office environment. Formal secretarial qualifications to RSA 3/OCR 3 level, or equivalent knowledge and experience with computers and up to date keyboard skills using IT packages, specialised Software to include but not limited to Admincontrol, MS Word, MS Excel, MS Outlook, etc. The post holder will be able to use IT packages to create reports on a daily basis.
The post holder must take part in induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures. The post holder must be able to demonstrate good communication and customer care skills. To comply with all CTMUHB policies and refer to departmental practices and procedures and participate to put in place any changes to the working environment. Organise, co-ordinate and resolve any queries regarding the arranging of meetings, workshops and events.
Liaise with all other departments and maintain records. Develop and maintain spreadsheets using Excel, and provide data analysis and produce graphs as required. To undertake and work with a comprehensive and complex information creating and updating databases. Preparing material for workshops and learning events.
This may include as photocopying and preparing packs of information. Help to monitor project progress - assist by gathering information for reporting purposes, checking deadlines and complete actions as required. Ensuring that the duties are undertaken efficiently and responding to customers requirements. Prioritise work load and schedules.
To order all provisions via the Oracle System and to place Requisitions, to process payment. To maintain an accurate stock control system which includes responsibility for re-ordering of goods/stock and assist with stock information data. The post holder will require advanced keyboard skills. The post holder is required to receive and type up reports and the translation of action notes/minutes and to carry out routine typing duties as requested by the Executive Assistant.
The post holder will be required to concentrate for long periods of time, for example when compiling minutes. Travelling to provide secretarial support to meetings that take place on various community sites will be an essential part of the role. Use of computer systems. Contact with patients will be incidental.
To frequently receive and provide complex information to staff from other departments. To communicate sensitive information regarding external contacts, and pass on all relevant information onto senior staff. It is essential that the post holder recognises the need for confidentiality within the organisation and ensure high standards are maintained. To comply with policy and procedures on all matters concerned with the role, and may be required to comment on changes to working practices.
Implement policies and procedures within own area of responsibility. To participate in team briefings and implementing suggestions for improvements. To follow and comply with Cwm Taf Morgannwg UHB Policies, and refer to Departmental Practices and Procedures. Ensures safe use and maintenance of office equipment.
Responsible for ensuring adequate levels of stationery/consumable stock are available. Managing receipt of goods, tracking goods that are delayed or where only part of a delivery has been received. Will contribute to the induction and support of new staff as delegated by their line manager. The post holder must take part in induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures.
Provide cover within the office in the absence of Administration staff. The post holder will be required to comply with CTMHBs Health and Safety Policy. To organise workload and participate in any specific training that is required with new systems. To be efficient in the use of and maintain accurate filing, document system and correspondence as the production demands.
Participates in CTMUHB/Service Audit and Surveys as necessary. To support Organisational/Service Audit. To undertake all tasks in a polite and caring manner. To prioritise own work load and schedules.
The post holder works within clearly defined occupational policies. Work is managed rather than supervised. The post holder will work independently using their own initiative. To undertake duties set by the Assistant Planner/Planner.
To respect the confidential nature of all work, and to ensure the highest standards are maintained

Please refer the Job description for details