Betsi Cadwaladr University Health Board
Personal Assistant
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Job Overview
The Personal Assistant provides comprehensive, high-quality administrative and secretarial support to the Corporate Health and Safety Team, ensuring the effective coordination and delivery of its work.
This includes managing complex diaries, organising meetings and events, preparing reports and agendas, and taking accurate minutes at senior meetings. The role acts as a key point of contact, handling a wide range of communications with professionalism and discretion, often involving sensitive or complex information.
The post holder also plays a central role in supporting service delivery through project coordination, maintaining administrative systems, tracking actions and deadlines, and producing reports and data. In addition, they are responsible for key HR and financial administrative functions, including maintaining staff records, supporting workforce processes, monitoring absence and leave, and managing budget-related activities. Working largely independently, the role requires excellent organisational, communication and IT skills, alongside the ability to prioritise a demanding workload and work collaboratively across teams and partner organisations.
This post is fixed term to 31/03/2027 due to meet the needs of the service.
Main Duties of the Job
- Provide professional, confidential administrative and secretarial support to the Head of Health, Safety and Security, including managing complex diaries, coordinating meetings, and organising events, visits, and travel.
- Prepare agendas, reports, briefing papers, presentations, and take accurate minutes.
- Act as a key point of contact for telephone, email, and written enquiries, including sensitive or complex matters, ensuring correspondence and actions are progressed in a timely manner.
- Maintain effective filing and information systems in line with confidentiality and data protection requirements.
- Develop and maintain tracking systems to monitor projects, actions, and deadlines, and support project work through coordination and research.
- Produce reports, statistical data, and management information to support decision-making.
- Undertake financial administration, including processing invoices, monitoring budgets, coding expenditure, maintaining records, and coordinating procurement activities.
- Lead HR administrative processes such as maintaining staff records, ESR updates, monitoring leave and sickness, supporting recruitment, and producing workforce reports.
- Work independently to prioritise a varied workload, meet tight deadlines, supervise administrative staff where required, and build effective working relationships with internal and external stakeholders.
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The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Working for our Organisation
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Detailed Job Description And Main Responsibilities
The Personal Assistant is responsible for delivering a comprehensive, high-quality administrative and secretarial service to support the effective operation of the Corporate Health and Safety Team. This includes managing complex diaries, arranging and coordinating meetings, events, and travel, and ensuring that all supporting documentation, agendas, and briefing materials are prepared in advance. The post holder is required to attend meetings and committees, take accurate minutes, and ensure that actions are tracked, progressed, and completed within agreed timescales.
The role involves acting as a key communication hub, managing incoming and outgoing correspondence, screening calls and emails, responding appropriately, and escalating urgent issues as required. The post holder must exercise initiative and judgement when drafting responses, dealing with sensitive or complex information, and ensuring a high level of confidentiality is maintained at all times. They are responsible for establishing and maintaining efficient administrative and filing systems, ensuring information is accessible, accurate, and compliant with governance requirements.
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The Personal Assistant supports service delivery through project coordination, including maintaining trackers, monitoring deadlines, and producing reports and statistical information. They also undertake financial administration duties such as processing invoices, monitoring expenditure, maintaining budget records, and supporting procurement processes. In addition, the role carries lead responsibility for coordinating HR administrative processes, including maintaining staff records, managing ESR updates, monitoring sickness absence and leave, and producing workforce reports.
The post holder works autonomously, prioritising a varied and demanding workload, often to tight deadlines, and is expected to use sound judgement, problem-solving skills, and attention to detail to ensure tasks are delivered efficiently and effectively. They may also provide day-to-day supervision and support to administrative staff within the team.
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.
Person Specification
Experience
Essential criteria
- Extensive Experience in Administration and as a Personal Assistant
- Experience of setting up and using Filing / IT systems
- Ability to develop and sustain relationships with key personnel associated with the role
- Familiar with office procedures and deadlines
- Accurate minute and note taking, including follow up of actions
- Effective communication skills
Desirable criteria
- Experience of working within the NHS
- Experience of using ESR
Aptitude and Ability
Essential Criteria
- Good organisational skills
- Evidence of effective report writing skills
- Ability to prioritise and work to agreed deadlines
- Evidence of problem solving ability
- Ability to work productively unsupervised
- Excellent attention to detail
- Excellent customer care skills
- Experience of using Microsoft Packages or equivalent
Desirable criteria
- Supervisory skills
Values
Essential Criteria
- Ability to cope with distressing situations
- Sensitive and professional approach to dealing with people
- Flexible and adaptable approach to work in order to meet service need
- Self-motivated, proactive and innovative
- Ability to work under pressure
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