Detailed job description and main responsibilities

Support to Director
 To work autonomously and prioritise workload to ensure that all urgent matters are actioned, including in the absence of the Director as appropriate. This will include responses to senior staff, including Board Members, Senior Healthcare Partners and the Welsh Government.

To analyse and interpret complex facts and situations as necessary to prepare draft responses on behalf of the Director.
 Presenting and maintaining a personal and office image appropriate to that of EPA, using excellent oral and verbal communication skills to carry out duties with tact, diplomacy, sensitivity and empathy. This will involve exchanging complex, sensitive, confidential or contentious information, where barriers to understanding or acceptance exist. 
 Maintaining an up to date knowledge of prevailing and ongoing NHS initiatives affecting Health Boards and to provide the Director with documents as soon as they are published.
 To provide appropriate research support to the Director to assist in work including searches across a wide range of information including historical records, the Internet and library facilities, which involves evaluating and assessing multifaceted issues, comparing a range of options in order to prepare draft reports. 
 Responsibility for the planning, organisation and co-ordination of meetings including arrangements for workshops and off site venues, ensuring catering and equipment provision is in place, plus organising speakers as and when required.
Responsible for the planning and co-ordination of multi agency meetings as appropriate, including effective management of the collation and despatch of agendas and committee papers in a timely manner and the taking and transcribing of formal minutes.
To ensure that ad hoc projects are undertaken efficiently and within appropriate timescales, which involves planning and co-ordinating specific project elements in line with organisational requirements
To deal professionally with, communicate and action independently, complex and sensitive information received from staff, patients and members of the public
Acting as the first point of contact for the Department, responsible for screening all communications, including highly sensitive, confidential and complex matters.
Responsible for maintaining the Director’s diary, ensuring that commitments are appropriately prioritised and co-ordinated, organising an appropriate deputy in the Director’s absence.
Required to implement policies and propose changes to working practices that improve the effectiveness of administration processes to support efficient service delivery.
Attending meetings with the Director, ensuring all supporting documentation is available, recording accurate formal minutes, ensuring prompt distribution.

 Booking attendance at Conferences and meetings, arranging appropriate 
accommodation and travel.
 Exchange complex information both internally and externally and exercise judgment to resolve difficult situations/issues upon behalf of the Director, as appropriate.
Receiving, prioritising, and actioning where appropriate, the Director’s correspondence including electronic mail.
Regular requirement to develop and create reports, briefing documentation, presentations using computer software.
 Providing information for reports / presentations to strict deadlines, ensuring quality and accuracy of typing is maintained at all times.
Ensuring the appropriate cascading of communications throughout the organisation in the absence of the Director.
Supporting members of the Director’s Department with day-to-day queries.
Office management
To manage that process for the collation, production and submission of Health Board, Board Committee and Executive Board papers within designated timescales.
 Use of advanced IT packages in order to undertake all word processing duties, including databases, spreadsheets, graphical displays and the preparation of presentations. 
Management of electronic mail for the Director.
 Development of administrative policies in relation to the administrative functions of the department.
Responsibility for the recording and management of annual leave cards, travel claims and sickness records for the department

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.