PA/ Senior Administration Officer

Job description

Job responsibilities

Communication and Relationship Skills

Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties.

Provide comprehensive administrative support to senior colleagues ensuring effective communication between directorates, divisions and stakeholders.

Communicate and liaise effectively with directorates, divisions and stakeholders as directed and required on a range of complex and sensitive topics.

Display tact, diplomacy and confidentiality at all times, using persuasive and negotiating skills when necessary.

Communicate verbally and in writing with a range of internal and external stakeholders and to produce confidential and sensitive correspondence.

Knowledge, Training and Experience

Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.

Knowledge and experience in a range of personal assistant and office responsibilities, including; non routine diary management and high level secretarial support.

Experience and knowledge in the use of advanced MS Office suite.

Demonstrable organisational and time management skills.

Provide administrative support in the event of an outbreak/emergency situation.

Planning and Organisational Skills

High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging.

Provide high level administrative support to staff within the team/office.

Monitor and manage relevant papers and documentation.

Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees.

Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met.

Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.

Manage own workload and activities.

Attend meetings to take and transcribe informal and formal minutes, ensure production of minutes and onward distribution in agreed timescales.

Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences etc.

Physical Skills

Advanced keyboard skills and knowledge of telephony systems and general office equipment.

Audio typing.

Responsibility for Financial and Physical Resources

The post holder will be responsible for the safe use of office equipment.

May be responsible for processing credit card requests within the scope of Public Health Wales policies and procedures

Process and goods receipting of received orders of resources and supplies via the procurement system (Oracle).

Arrange quotes for supplies where required.

Raise supply/invoice queries where required.

Responsibility for Human Resources

Some responsibility for the day-to-day supervision or co-ordination of staff within the team.

May demonstrate activities, processes and procedures to new staff when required.

Involvement in the induction process for new staff.

Provide support to the management of personnel procedures including the recording of annual leave recording, study leave requests, high cost study requests and processing.

Recording of authorised special leave / sickness absence as requested.

Participate in self-development to continually improve performance and undertake development activities that are identified.

Person Specification

Qualifications

Essential

• RSA level III/NVQ Level 3
• Demonstrable proven experience of working as a Secretary, Personal Assistant or Senior Administrator

Experience

Essential

• Extensive experience of supporting a range of meetings, including note taking
• Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.

Desirable

• Working in an NHS environment
• Administering finance systems

Skills

Essential

• High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging
• Excellent personal and interpersonal skills (both verbal and written)
• Planning and organisational skills.

Desirable

• Ability to speak Welsh or willingness to learn

Knowledge

Essential

• Working knowledge of MS Office Suite including MS Teams

Desirable

• Knowledge of Public Health Wales

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Public Health Wales

Address

2 Capital Quarter

Tyndall Street

Cardiff

CF10 4BZ

Employer's website

https://phw.nhs.wales/ (Opens in a new tab)