Official Specifications
Role Overview & Mandate
Executive Summary
An exciting opportunity has arisen to work within the Administrative Services management team of the Mental Health and Learning Disabilities...
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An exciting opportunity has arisen to work within the Administrative Services management team of the Mental Health and Learning Disabilities Directorate. Applications are invited from suitably experienced and qualified individuals for the permanent post of full-time Band 5 Administration Manager to cover designated areas of Carmarthen. In addition, support across the 3 counties may also be required at times.
The role will require an individual who is confident in working alone but in collaboration with, and to the benefit of, the wider Directorate as part of a small management team. As such, the ability to communicate, work flexibly across roles and have an understanding of the perspectives of others is essential. The ability to prioritise work to meet deadlines without supervision is fundamental to this role.
Experience of working within a Mental Health and Learning Disabilities setting is desirable, but an ability to lead by example in terms of an enthusiastic attitude and willingness to progress areas of work is also very important. The applicants must possess demonstrable experience of working in busy administrative environments and be experienced in a wide range of IT packages in order to support staff.
The applicants will be required to have a flexible approach towards the needs of the service and be able to travel between sites in a timely manner in line with the transformation of mental health and learning disabilities programme of work.
To manage the administrative staff within Services across Mental Health and Learning Disabilities Directorate arranging meetings to inform them of Service developments, and support them in their role.
To ensure systems are in place to meet and maintain good standards of practice that confirms to the Health Board standards.
The post holder will have responsibility for the planning, timetable and undertake preparatory work for meetings and to provide the necessary documentation. The post holder will chair meetings as and when required.
To arrange a variety of Service and Management Administrative meetings on behalf of the Directorate Administration Manager liaising with internal/ external agencies and disciplines.
To act as a filter for the Directorate Administration Manager exercising tact and discretion, also using initiatives on issues which can be dealt with personally and where appropriate redirecting to other senior staff, proactively seeking information and passing on as necessary.
The ability to apply tact and discretion when handling significant confidential and sensitive information on behalf of the Directorate Administration Manager would be required.
Prepare necessary documentation, plan, meet and undertake PADR’s of Administrative staff.
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 08/06/2023.
The role will require an individual who is confident in working alone but in collaboration with, and to the benefit of, the wider Directorate as part of a small management team. As such, the ability to communicate, work flexibly across roles and have an understanding of the perspectives of others is essential. The ability to prioritise work to meet deadlines without supervision is fundamental to this role.
Experience of working within a Mental Health and Learning Disabilities setting is desirable, but an ability to lead by example in terms of an enthusiastic attitude and willingness to progress areas of work is also very important. The applicants must possess demonstrable experience of working in busy administrative environments and be experienced in a wide range of IT packages in order to support staff.
The applicants will be required to have a flexible approach towards the needs of the service and be able to travel between sites in a timely manner in line with the transformation of mental health and learning disabilities programme of work.
To manage the administrative staff within Services across Mental Health and Learning Disabilities Directorate arranging meetings to inform them of Service developments, and support them in their role.
To ensure systems are in place to meet and maintain good standards of practice that confirms to the Health Board standards.
The post holder will have responsibility for the planning, timetable and undertake preparatory work for meetings and to provide the necessary documentation. The post holder will chair meetings as and when required.
To arrange a variety of Service and Management Administrative meetings on behalf of the Directorate Administration Manager liaising with internal/ external agencies and disciplines.
To act as a filter for the Directorate Administration Manager exercising tact and discretion, also using initiatives on issues which can be dealt with personally and where appropriate redirecting to other senior staff, proactively seeking information and passing on as necessary.
The ability to apply tact and discretion when handling significant confidential and sensitive information on behalf of the Directorate Administration Manager would be required.
Prepare necessary documentation, plan, meet and undertake PADR’s of Administrative staff.
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 11,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services for around 384,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest;
Seven community hospitals: Amman Valley and Llandovery in Carmarthenshire; Tregaron, Aberaeron and Cardigan in Ceredigion; and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire;
48 general practices (four of which are managed practices), 47 dental practices (including three orthodontic), 99 community pharmacies, 44 general ophthalmic practices (43 providing Eye Health Examination Wales and 34 low vision services) and 17 domiciliary only providers and 11 health centres;
Numerous locations providing mental health and learning disabilities services;
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 08/06/2023.
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