Job summary
To provide comprehensive, confidential administrative, clerical and business support as part of Public Health Wales' administrative resource. The post holder is required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies.
This is a key supporting role to the effective running of the team, contributing to the co-ordinating and delegating of work ensuring consistency with the agreed work plan. This may include monitoring and reviewing admin staff within the team providing advice and support when necessary.
Main duties of the job
If successful, you will provide a high level of administration support to the Division. You will be required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. Excellent organisational skills are a key component of this role. You will be required to arrange meetings and take minutes, raise purchase orders and develop and maintain admin processes for the division.
Confidentiality is integral to this role so the successful candidate must display tact, diplomacy and confidentiality at all times, using persuasive and negotiating skills when necessary.
About us
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/
Job description
Job responsibilities
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.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Job description
Job responsibilities
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.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Person Specification
Personal attributes
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Willingness to learn and develop skills
Desirable
- Continuing Professional Development
Knowledge
Essential
- Good knowledge of MS Office Suite
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Thorough understanding of office procedures
- Working knowledge of filing/data systems including records management
Desirable
- Knowledge of Public Health Wales
Skills
Essential
- Ability to work on own initiative and manage own workload
- Advanced keyboard skills
- Good communication skills
- Good organisational skills
Desirable
- Ability to speak Welsh or willingness to learn
Experience
Essential
- Demonstrable experience in an administrative role
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Previous experience of dealing with customers, clients and/or members of the public
- Experience of project support work
- Experience of communicating at all levels
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Budget monitoring
- Supervisory experience
- Working in an NHS environment
Qualifications
Essential
- RSA III/NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English
Desirable
Other
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
Person Specification
Personal attributes
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Willingness to learn and develop skills
Desirable
- Continuing Professional Development
Knowledge
Essential
- Good knowledge of MS Office Suite
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Thorough understanding of office procedures
- Working knowledge of filing/data systems including records management
Desirable
- Knowledge of Public Health Wales
Skills
Essential
- Ability to work on own initiative and manage own workload
- Advanced keyboard skills
- Good communication skills
- Good organisational skills
Desirable
- Ability to speak Welsh or willingness to learn
Experience
Essential
- Demonstrable experience in an administrative role
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Previous experience of dealing with customers, clients and/or members of the public
- Experience of project support work
- Experience of communicating at all levels
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Budget monitoring
- Supervisory experience
- Working in an NHS environment
Qualifications
Essential
- RSA III/NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English
Desirable
Other
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
