Aneurin Bevan University Health Board
Divisional Secretary - INTERNAL
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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.
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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.
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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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