Management Team Assistant Swansea, Wales
Job description
We are seeking a Management Team Assistant to join the Bacteriology team based at Singleton hospital, Swansea. The successful candidate will provide a comprehensive administrative support service to the Bacteriology Senior Management Team. Including but not limited to supporting the timely distribution of Human Resource (HR) paperwork within Microbiology management team and to staff members. To act as operational contact point for staff requiring HR support and working with the Bacteriology Senior Management Team as required. To ensure that HR policies are maintained through the completion of agreed HR tasks associated with managing attendance at work e.g. note taking at meetings/management of prompts/data gather form ESR etc. To support the Bacteriology Senior team with administrative tasks such as note taking at meetings, scanning and filing of paperwork, monitor completion of task by staff and assist with staff inductions. To add job adverts to TRAC, arrange interviews, oversee administrative functions of recruitment, arrange start dates etc.
Coordinating HR meetings under the direction of the Bacteriology Senior Management team as required, taking action notes and disseminating these in a timely fashion. Follow up on actions, creating and maintaining an actions log spreadsheet for supported meetings. Participating in and completing audit under the direction of the Bacteriology Management team and assist in the communication of any results. Monitor completion of expected tasks performed by staff e.g. quality checks. Collation of data for audit and quality improvement projects, contributing to the recommendations for change identified to support improvements in practice. Deal with telephone enquiries from staff within Bacteriology as appropriate. Examples will be taking and recording sickness absences, completing sickness communication logs as well as gathering information on behalf of managers from external agencies. To communicate orally and in writing with a wide range of internal and external staff and staff external to Bacteriology on behalf of the Bacteriology Senior Management Team. Examples will include communication of files/meetings with HR. As required be involved with project work or task and finish groups. Supporting the Operational manager and deputy Operational manager at meetings where required. When required provide cover during absences for other members of the administrative team and the reception team at Singleton Microbiology.
Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales' where we play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across Wales.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us, the benefits we offer and guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
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.
