Job summary
- Main area
- Personal Assistant
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 120-AC033-1225
- Employer
- Welsh Blood Service
- Employer type
- NHS
- Site
- Welsh Blood Service
- Town
- Pontyclun
- Salary
- £27,898 - £30,615 per annum
- Salary period
- Yearly
- Closing
- 10/12/2025 23:59
Employer heading
Personal Assistant (PA) to Clinical Services
Band 4
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
As a division of Velindre University NHS Trust, the Welsh Blood Service (WBS) is an amazing place to work and develop your career. Our caring and motivated staff are designing, developing and delivering improvements, which will enable the WBS to strive towards its vision of working with our staff & the people of Wales to deliver an easy to use, safe and sustainable service for blood and stem cell donation.
As a trusted healthcare provider, we work tirelessly to maintain the highest standards of quality, safety and donor experience.
We are currently embarking an ambitious 5 year strategy called “WBS Futures” where we have set out our vision for blood and transplant services in Wales for the next 5 years. It sets out where we are now, where we want to be in 2028 and the steps we will take to get there.
You can read more about our strategy here: www.welsh-blood.org.uk/welsh-blood-service-strategy-2023-2028
WBS is a committed equal opportunities employer.
Take a look at what we do. Our dedicated career pages can be found at https://welsh-blood.org.uk/careers/
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Job overview
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Lead and develop a comprehensive secretarial and administration service to support the Clinical Services Department (CS) ensuring effective operations are maintained. The postholder is expected to manage their time effectively, meeting tight deadlines and working largely unsupervised to support service delivery within the Welsh Blood Service (WBS). Considerable freedom to assess and prioritise the consultants’ workload & make priority judgments on the competing demands for their time. |
Main duties of the job
Provide full & effective personal assistance to the consultants in the execution of their duties, using own judgement and experience to manage diaries, meetings and prioritisation of workload.
Receive and handle complex, sensitive information, as and when required, on behalf of the clinicians. This will include complex medical and technical correspondence with senior managers at the WBS and Velindre University NHS Trust (VUNHST) as well as external agencies such as the Welsh Government, national and international organisations, hospitals and other Blood Services in the UK and abroad.
Receive, sort and prioritise incoming and outgoing mail to manage correspondence from and to medical, scientific and nursing staff. Acknowledge and compile routine correspondence, drafting responses as appropriate.
To plan, support and take formal minutes at CS Operational Group (CSOSG) and other meetings chaired by medics. These discussions are highly complex and the minutes form part of the mandatory audit trail for regulators, the post holder requires a higher level of technical understanding in order to interpret and record these discussions accurately.
Maintain an efficient and effective filing system, to include all aspects of relevant documentation in compliance with the regulatory standards applicable to the WBS.
Working for our organisation
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and our award-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Visit our website to find out more https://velindre.nhs.wales/
Detailed job description and main responsibilities
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
Qualifications
Essential criteria
- Higher National Certificate (HNC), National Vocational Qualification (NVQ) level 4 or Diploma in Business Administration / related subject or equivalent relevant experience
Desirable criteria
- Shorthand or minute-taking qualification. Audio typewriting experience.
Experience
Essential criteria
- Demonstrable experience of working as a Personal Assistant for a senior or executive-level manager.
- Familiarity with record-keeping and audit processes.
- Experienced user of Microsoft Office software tools.
Desirable criteria
- Experience of working within a highly regulated industry eg. Health, Engineering, Law, Financial Services.
- Use of electronic quality management and/or document management systems.
Skills
Essential criteria
- Able to work unsupervised and demonstrate initiative whilst balancing tasks and priorities for self and others.
- Work as team member and foster good working relationships with staff at all levels and across all departments.
- Touch-Typing skills (minimum 40wpm) Formal minute-taking skills.
- Strong organisational skills, time management and ability to prioritise.
- Excellent communication skills – verbal and written.
- Observe discretion and confidentiality.
- Ability to work and deliver to deadlines.
Desirable criteria
- Level 1 Welsh language skills.
- Auditing knowledge.
- Microsoft project /access /excel.
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Lisa George
- Job title
- Service Support Manager
- Email address
- [email protected]
- Telephone number
- 01443 622009
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