Job summary
An exciting opportunity has arisen for a Business Support Officer to join the Primary Care Division, playing a key role in delivering national plans for the transformation of primary, community and dental care in Wales.
The division operates across the primary care sector engaging with stakeholders across Wales including professional groups, Health Boards, Welsh Government, local government, and Regional Partnership Boards.
You will be a self-starter with skills and abilities gained through experience of providing comprehensive project and business support functions in a complex environment.
Your role will involve providing high quality project and business support services to the Division's director, consultants, project managers and senior staff.
This will include:
Providing secretariat support to workgroups including responsibility for arranging meetings, preparation and distribution of papers, taking minutes and managing workgroup records.
Providing administrative support to project staff such as the collation of information, distribution of papers, supporting meetings and managing project documents
Supporting the design and delivery of events.
Providing general administrative support to the division, including the procurement of goods and services, PA services to senior staff, and supporting other business functions.
If you are enthusiastic, motivated and looking for a new challenge, we would love to hear from you.
Main duties of the job
The purpose of the role is to provide comprehensive and confidential administrative, clerical and business support to the Primary Care Division of the Health and Wellbeing Directorate.
The post holder is required to communicate and liaise with directorates, divisions and external 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 Primary Care Division based in Capital Quarter 2, Cardiff, organising, co-ordinating, communicating and supporting the programmes and team members with the agreed work plan. This may include monitoring and reviewing admin staff within the team/division providing advice and support when necessary.
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'. 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.
Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change. We are an organisation that places ourselves at the heart of supporting people, communities, partners, and the Welsh Government in addressing these major challenges and providing solutions for action.
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 and the benefits we offer please visithttps://phw.nhs.wales/careers/
For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description
Job responsibilities
Provide comprehensive administrative support to the team ensuring communication between directorates, divisions and stakeholders
Provide information and advice in a timely manner
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
Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources
Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions
Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options. e.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder, resolving conflicting diary appointments and schedules when organising events, meetings etc.
Assess and prioritise own workload within given timeframe, to meet business schedules
Identify errors or problems, take action as necessary to resolve and/or notify line manager
Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager
Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate
Provide high level administrative support to staff within the team/office
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, this can involve the re-allocation of specific tasks to ensure deadlines are met
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
Take and transcribe informal and formal minutes
Organise and process hotel and travel arrangements on request
Plans and organises defined aspects of project delivery under the guidance of the project manager
Manage own workload and activities, including emails and diary management of other team members,
Support and co-ordinate work plan for the Primary Care Division staff
Liaise and support the organisation and coordination of services, such as internal and external reporting requirements of the team, ensuring team webpages are updated regularly etc
Prioritise, prepare and dispatch documents as required
Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources
Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required
Set up and maintain internal and external distribution lists, such as Health Board activity data recipients
Job description
Job responsibilities
Provide comprehensive administrative support to the team ensuring communication between directorates, divisions and stakeholders
Provide information and advice in a timely manner
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
Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources
Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions
Make judgements and provide information involving a range of job-related facts or situations some of which require analysis and comparison of a range of options. e.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder, resolving conflicting diary appointments and schedules when organising events, meetings etc.
Assess and prioritise own workload within given timeframe, to meet business schedules
Identify errors or problems, take action as necessary to resolve and/or notify line manager
Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager
Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate
Provide high level administrative support to staff within the team/office
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, this can involve the re-allocation of specific tasks to ensure deadlines are met
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
Take and transcribe informal and formal minutes
Organise and process hotel and travel arrangements on request
Plans and organises defined aspects of project delivery under the guidance of the project manager
Manage own workload and activities, including emails and diary management of other team members,
Support and co-ordinate work plan for the Primary Care Division staff
Liaise and support the organisation and coordination of services, such as internal and external reporting requirements of the team, ensuring team webpages are updated regularly etc
Prioritise, prepare and dispatch documents as required
Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources
Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required
Set up and maintain internal and external distribution lists, such as Health Board activity data recipients
Person Specification
Qualifications
Essential
- A qualification at Level 3 of the Credit and Qualifications Framework for Wales, such as an NVQ level 3, or equivalent experience l
Desirable
Experience
Essential
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Experience of project support work
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
Knowledge
Essential
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Working knowledge of filing/data systems including records management
Person Specification
Qualifications
Essential
- A qualification at Level 3 of the Credit and Qualifications Framework for Wales, such as an NVQ level 3, or equivalent experience l
Desirable
Experience
Essential
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Experience of project support work
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
Knowledge
Essential
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Working knowledge of filing/data systems including records management
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).
