Job summary
Fixed Term or secondment until March 2024 with possibility of becoming permanent
A rare opportunity has arisen for an experienced and proactive Executive Personal Assistant to join an innovative and dynamic team in the WHO CC Directorate within Public Health Wales.
In return, we offer great benefits including hybrid and flexible working, a fantastic NHS pension, excellent annual leave, cycle to work and car lease schemes, childcare voucher schemes, plus many more.
Public Health Wales works to achieve a healthier future for the people in Wales. If you are enthusiastic and motivated and want to make a difference to the people in Wales, then this is an exciting opportunity for you to join our highly talented, cross-functional, dynamic and friendly team.
Main duties of the job
The Executive Personal Assistant will provide comprehensive, efficient, organised and confidential support to the Director of Policy and International Health, WHO CC across all areas of responsibility. This will include the management of a busy inbox and diary, as well as management of databases. Therefore, a good working knowledge of IT packages such as Word, Excel, Outlook and PowerPoint is essential.
The post holder must have experience of supporting Executive level meetings, administering relevant committee meetings and other sub-committees of the Board, including the collation, tracking and dissemination of papers, taking formal minutes and management of actions.
The post holder is expected to maintain complete confidentiality at all times and to represent the Directorate in a professional, efficient and courteous manner and will be required to exercise judgement to make robust decisions using initiative and levels of authority agreed with the Director.
The post holder will work collaboratively with the other PA's in the team and will be required provide support when necessary.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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
For further information about the vacancy please see the job description and personal specification attached.If you are an internal applicant this post will only be offered on a secondment basis and you will need to have gained your line managers approval for the secondment prior to going to interview
Job description
Job responsibilities
For further information about the vacancy please see the job description and personal specification attached.If you are an internal applicant this post will only be offered on a secondment basis and you will need to have gained your line managers approval for the secondment prior to going to interview
Person Specification
Qualificatiions and/or Knowledge
Essential
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management)
- Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.) & MS teams.
- Commitment to continuing professional development.
Experience
Essential
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of implementing and maintaining internal processes and procedures.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of producing management information reports.
- Experience of taking and writing up formal minutes.
Aptitude and Ability
Essential
- High level of written and verbal communication and presentation skills.
- Ability to work autonomously but able to recognise when it is appropriate to seek advice
- Advanced use of IT and technology.
- Excellent planning and organising capabilities, with exceptional attention to detail.
Desirable
- Ability to speak Welsh or willingness to learn.
Person Specification
Qualificatiions and/or Knowledge
Essential
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management)
- Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.) & MS teams.
- Commitment to continuing professional development.
Experience
Essential
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of implementing and maintaining internal processes and procedures.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of producing management information reports.
- Experience of taking and writing up formal minutes.
Aptitude and Ability
Essential
- High level of written and verbal communication and presentation skills.
- Ability to work autonomously but able to recognise when it is appropriate to seek advice
- Advanced use of IT and technology.
- Excellent planning and organising capabilities, with exceptional attention to detail.
Desirable
- Ability to speak Welsh or willingness to learn.
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).
