Administrative Assistant

We are seeking a dedicated Administrative Assistant to support the planning and delivery of a wide variety of training programmes and projects within the Specialty Training department. This role is pivotal in providing essential information and administrative support to colleagues across the Secondary Care Training Section, postgraduate doctors in training, training leads, and the Specialty Schools.

• Support the planning and delivery of all specialty training programmes for Doctors in Training across Wales.
• Perform a range of administrative duties which may include support for National Recruitment, Annual Appraisal Panels, and trainee study days.
• Provide information to a broad range of stakeholders including Trainee Doctors, Training Programme Directors, and Health Board colleagues.
• Ensure accurate recording and maintenance of trainee information on the training database.
• Coordinate and organise a variety of events and meetings, such as recruitment panels, appraisal panels, study days, and conferences. This includes identifying venues, coordinating panel members, and managing diaries/clinical schedules.
• Handle, monitor, and filter verbal and written correspondence with judgement and discretion, escalating concerns as appropriate.
• Provide training and support on departmental systems and processes, including digital systems.
• Update trainee information using the in-house database, generate and share reports as required.
• Assist with financial administration tasks including raising purchase orders and maintaining accurate financial records.
• Adhere to national and local policies to ensure mandated standards of the training programme are maintained.
• Use initiative to plan own workload to meet priorities and deadlines in line with departmental policies and procedures.

• Proven experience in an administrative role, preferably within a training or educational environment.
• Excellent organisational and coordination skills.
• Strong communication skills and the ability to interact with a variety of stakeholders.
• Proficiency in using office and database management software.
• Ability to handle confidential information with discretion.
• Capable of working independently and as part of a team.
• Experience in event planning and management is highly desirable.

• Competitive salary package.
• Opportunities for professional development and training.
• Supportive and collaborative work environment.
• Flexible working arrangements to balance work and personal life.

To apply for the Administrative Assistant position in Specialty Training, please submit your CV and a cover letter detailing your relevant