Administrative Support Officer - INTERNAL

Job overview

PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD

An exciting opportunity has arisen to join the South Wales Trauma & Spinal Network Operational Delivery Network as a permanent, full-time Administrative Support Officer. The service is hosted by Swansea Bay University Health Board, the Network supports the delivery of integrated trauma services across South Wales, West Wales and South Powys.

The South Wales Trauma & Spinal Network brings together six Health Boards, the Welsh Ambulance Services University NHS Trust and the Emergency Medical Retrieval and Transfer Service (EMRTS Cymru) to ensure that patients with life-threatening or life-changing injuries receive timely, coordinated and high-quality care across the region.

Please note: In the event of a high volume of applications being received, this vacancy may close earlier than the advertised closing date. We therefore encourage interested candidates to submit their application as soon as possible to avoid disappointment.

Main duties of the job

As an Administrative Support Officer, you will play a key role within the Network's Operational Delivery Network (ODN), working closely with the Network Manager, Clinical Director and wider multidisciplinary team. You will provide comprehensive administrative support to the ODN management team and contribute to the efficient and effective operation of Network governance and programme activities.

Key responsibilities will include coordinating meetings, maintaining records and action logs, preparing documentation, supporting reporting requirements, and providing administrative support to the Network's governance groups, including the Delivery Assurance Group, Clinical and Operational Board, Governance Group and other associated forums.

We are seeking a highly organised and proactive individual with excellent administrative skills, the ability to manage competing priorities, and experience of developing and maintaining effective office systems and processes. You will be a strong team player with excellent communication skills and a commitment to delivering a high-quality service.

This is an excellent opportunity to contribute to the continued development of trauma and spinal services and support improvements in patient care across South Wales.

Working for our organisation

The South Wales Trauma Network and South Wales Spinal Network are hosted by Swansea Bay University Health Board and work collaboratively across organisational boundaries to improve the delivery of specialist trauma and spinal services across South Wales, West Wales and South Powys.

Our Networks bring together Health Boards, NHS Trusts, clinicians, managers and partner organisations to ensure patients receive timely, high-quality, coordinated care throughout their treatment journey. Through strong clinical leadership, robust governance and effective programme management, we support the implementation of national standards, service improvement initiatives and regional transformation programmes.

As part of our team, you will work within a dynamic and supportive environment, engaging with a wide range of stakeholders from across NHS Wales. The work is varied, rewarding and makes a meaningful contribution to improving outcomes and experiences for patients requiring specialist trauma and spinal care.

We are committed to supporting staff development, promoting flexible and collaborative ways of working, and fostering an inclusive culture where everyone is valued and respected. Joining our team provides an opportunity to contribute to services that have a significant impact on patient care across the region.

Detailed job description and main responsibilities

Administrative and Executive Support

• Provide comprehensive administrative and personal assistant support to the Network Manager, Clinical Director and wider Operational Delivery Network (ODN) management team.
• Manage diaries, appointments and schedules, ensuring priorities are effectively coordinated.
• Act as the first point of contact for enquiries from clinicians, managers, partner organisations and Welsh Government representatives, responding appropriately and escalating where necessary.
• Handle sensitive and confidential information in accordance with NHS and Information Governance requirements.

Governance and Meeting Support

• Provide administrative support to the Network's governance structures, including the Delivery Assurance Group, Clinical and Operational Board, Governance Group and associated working groups.
• Organise and coordinate meetings, including preparation and circulation of agendas, papers and supporting documentation.
• Attend meetings, take accurate minutes, maintain action logs and ensure follow-up actions are progressed and monitored.
• Support the management and maintenance of governance documentation, policies, procedures and records.

Programme and Office Management

• Support the operational management and day-to-day functioning of the Trauma and Spinal Networks.
• Ensure the efficient organisation and administration of Network office functions.
• Review and improve office systems, administrative processes and ways of working to maximise efficiency.
• Maintain office supplies, equipment and resources and coordinate any associated procurement requirements.

Document Control and Information Management

• Establish and maintain document control processes for Network Standard Operating Procedures (SOPs), policies and guidance documents.
• Maintain electronic and paper filing systems in line with Information Governance requirements.
• Ensure governance documents, policies and guidance are reviewed, updated and version controlled.
• Support the maintenance of databases and information systems used by the Networks.

Stakeholder Engagement and Communication

• Communicate effectively with a wide range of stakeholders across NHS Wales, partner organisations and external agencies.
• Support the production and distribution of Network communications, newsletters and correspondence.
• Build and maintain stakeholder contact databases and communication systems.
• Provide administrative support for regional and national collaborative working initiatives.

Events and Network Activities

• Coordinate regional meetings, conferences, workshops and training events.
• Arrange venues, accommodation, equipment, invitations and supporting logistics.
• Support the delivery of engagement and educational activities across the Trauma and Spinal Networks.

Digital and Website Support

• Support the maintenance and development of Network websites and online resources.
• Ensure published information remains accurate, accessible and up to date.
• Act as a local point of contact for IT-related issues affecting the Network team.

Person specification

Qualifications

Essential criteria

• Educated to Diploma level in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience.
• Advanced computer literacy including word and PowerPoint, Access and Excel
• Evidence of Continuous Professional Development
• Good knowledge of NHS
• Evidence of working with a range of routine and non-routine office/administrative work procedures

Desirable criteria

• Good knowledge of South Wales Trauma Network & Spinal Network
• Understanding and appreciation of the clinical network concept

Experience

Essential criteria

• Able to prioritise workload effectively
• Experience of providing secretarial support to senior management (diary management, minute taking, prioritising, handling enquiries)
• Experience of providing information reports for clinical and managerial purposes
• Experience of developing office systems and protocols

Desirable criteria

• Experience of working with numerous stakeholders from a range of agencies

Skills

Essential criteria

• Ability to work unsupervised
• Ability to act on initiative & recognise boundaries
• Good interpersonal skills with personnel at all levels
• Good organisational & planning skills
• Excellent oral & written communication skills including dealing with sensitive, confidential information.
• Able to communicate detailed information in an understandable way

Desirable criteria

• Ability to travel across the required geographical area or to work flexibly where this is necessary for service delivery.

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

Employer certification / accreditation badges

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 not necessary