Divisional Support Assistant - Internal

Job overview

This role provides essential administrative support to the Divisional Support team, Senior management, and Divisional Management teams. Applications are restricted to current employees of Aneurin Bevan University Health Board.

The post involves a broad mix of office duties such as answering calls, coordinating with patients, relatives and other professionals while maintaining confidentiality, managing diaries, typing, sending and filing correspondence, maintaining databases, and processing invoices and purchase orders in Oracle.

Because the office environment is frequently interrupted by phone calls, queries, and other requests, the successful candidate will need strong focus, the ability to juggle multiple tasks, and confidence working independently with their own workload. Prioritisation is important, especially when urgent matters arise alongside routine duties.

This position requires regular use of Microsoft Word, Excel, PowerPoint, Outlook, Microsoft 365, SharePoint, and Oracle to support service delivery. Welsh and/or English speakers are equally encouraged to apply.

Main duties of the job

You will communicate effectively with colleagues at all levels, as well as with teams across divisions, external statutory partners, and other stakeholders through a variety of communication channels.

The role calls for tact and sound judgement when handling telephone messages and ensuring they are passed on accurately and appropriately.

You will deal with sensitive questions from patients and relatives in a compassionate and professional manner, including in situations that may be upsetting or distressing.

Responsibilities also include reporting problems affecting the department, such as maintenance concerns or IT equipment issues.

You will organise divisional and directorate meetings, prepare the documents needed for each meeting, and maintain electronic diaries.

Effective time management is important, with a clear ability to sort tasks by urgency and keep work moving efficiently.

The post requires arranging multidisciplinary meetings, ensuring all relevant attendees, including outside agencies, are informed of the date, time and location, and that papers are received in good time beforehand.

You will service meetings as needed by circulating agendas, papers and minutes before meetings, and preparing all paperwork and files required on the day.

Minute taking and transcription are also part of the role, along with distributing minutes within agreed timescales.

Incoming mail must be sorted, processed and distributed promptly.

Using Oracle, you will place orders, receipt goods and process invoices to help ensure payments are made on time.

Organisation overview

Aneurin Bevan University Health Board is a large NHS organisation serving communities across Gwent. With more than 14,000 staff and volunteers, it delivers safe, high-quality and compassionate care through hospitals, GP practices, community services and mental health services.

As a University Health Board, it places research, education and innovation at the centre of its work, supporting evidence-based practice and ongoing improvement. Its long-term direction is guided by the Gwent Strategy 2025–2035, focused on building a fairer and healthier future, preventing illness, reducing health inequalities and working with local authorities, voluntary groups and communities.

The organisation aims to provide an inclusive and supportive workplace where people feel respected, valued and able to develop. Its values are Kindness, Integrity and Respect. It also offers learning and development opportunities, flexible working where possible and a comprehensive NHS benefits package.

Skills and attributes

The ideal candidate will be able to communicate clearly in writing and face to face, organise work effectively, and manage tasks independently as well as collaboratively.

Experience of working in a fast-moving, multi-tasking administrative environment is important, along with the ability to cope with interruptions, deadlines and changing priorities.

Confidence using Oracle, database systems, electronic diaries and standard office software is essential. Welsh language ability is an advantage.

Qualifications and knowledge

You should hold at least five GCSEs, or an equivalent qualification, including English language. A vocational qualification at Level 3, or equivalent demonstrable knowledge, skills and experience, is also required.

Good keyboard skills are needed, and knowledge of database systems and data entry would be beneficial. ECDL core modules are desirable.

Additional information

Only applications from staff currently employed by Aneurin Bevan University Health Board will be considered.

Welsh and English speakers are both welcome to apply.