Job summary
THE POSTS ARE FIXED TERM UNTIL 31/3/25 DUE TO SECONDMENT COVER WITH THE POSSIBLITY OF EXTENSION, SUBJECT TO FUNDING.
Are you an experienced administrator looking for an exciting new challenge?
We have opportunities to become a vital part of our People Support Team within the Public Health Wales People & OD Directorate. This role is fast-paced and varied and offers the opportunity to work with a range of people across the Directorate and the wider organisation.
There are a variety of hours available from part time to full-time hours (minimum 22.5 hours per week).
The People Support Team provides a high quality comprehensive and efficient support service. Our People & OD Assistants are the first point of contact for general People (HR) and OD issues and queries from managers and staff, resolving straight forward queries, signposting and directing more complex queries to the most appropriate person or team within the wider People & OD Directorate.
The post holder will be expected to provide the highest standards of customer service and the key to the delivery of this role will be team working and collaboration with colleagues in the People Support Team, the wider People & OD Directorate and across Public Health Wales.
Main duties of the job
The Post holder will support the People and OD Directorate with a wide range of administrative tasks such as:
responding to and resolving first line queries
preparing standard letters and contracts
assisting with the recruitment process
database administration
maintaining employee records
processing requisitions and orders
arranging meetings
minute-taking
The base for the role is Capital Quarter 2, Cardiff, however, the successful candidate will have the flexibility to work from home and local offices.Some attendance at meetings will be required in person in Cardiff and notice will be given.
The selection process will be held on Wednesday 4th September in person at Capital Quarter 2, Cardiff. You will have the opportunity to meet the People Support Team, followed by a prioritisation exercise and a panel interview. Successful candidates will be notified on Friday 30th August if they have been selected for interview.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in 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.
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 visit https://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
Experience in a HR and/or learning and development administrative role is desirable but not essential as training will be provided, along with the ability to use HR-specific software, e.g. PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
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.
Job description
Job responsibilities
Experience in a HR and/or learning and development administrative role is desirable but not essential as training will be provided, along with the ability to use HR-specific software, e.g. PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
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.
Person Specification
Experience
Essential
- NVQ Level 3 in Business Administration or equivalent level of experience.
- Experience in providing administrative support in a busy environment.
- Proficient in using Microsoft Office applications, including Word, Excel, Teams and Outlook
- Ability to self-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision
- Good written & verbal communication skills with the ability to communicate with all levels of staff within an organisation and across relevant stakeholders as necessary
- High level of accuracy and attention to detail
- Strong organisational skills with the ability to manage multiple tasks and priorities
- Ability to work within a team and to take direction from senior team members
- Ability to demonstrate sound judgement when considering whether issues need to be referred or escalated
- Flexibility to deal with fast changing priorities and adaptable to change
- Able to deal with employment matters in a sensitive and confidential manner
Desirable
- Experience in an HR and/or learning and development administrative role.
- Ability to use HR-specific software, e.g. PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
- Minute taking and transcription skills
- Experience of financial systems, e.g. requisitions, budget monitoring.
- Knowledge of People and Organisational Development Policies and Procedures.
Aptitude & Abilities
Essential
- Ability to manage own workload
- Good written and verbal communication skills.
Desirable
- Ability to speak Welsh or willingness to learn.
Qualifications & Knowledge
Essential
- Word processing to RSA III/NVQ Level 3 or equivalent level of experience
- Good standard of education together with a high level of numeracy, written and spoken English
- Working knowledge of filing/data systems including record management.
Desirable
- Knowledge of People and Organisational Development Policies and Procedures.
Person Specification
Experience
Essential
- NVQ Level 3 in Business Administration or equivalent level of experience.
- Experience in providing administrative support in a busy environment.
- Proficient in using Microsoft Office applications, including Word, Excel, Teams and Outlook
- Ability to self-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision
- Good written & verbal communication skills with the ability to communicate with all levels of staff within an organisation and across relevant stakeholders as necessary
- High level of accuracy and attention to detail
- Strong organisational skills with the ability to manage multiple tasks and priorities
- Ability to work within a team and to take direction from senior team members
- Ability to demonstrate sound judgement when considering whether issues need to be referred or escalated
- Flexibility to deal with fast changing priorities and adaptable to change
- Able to deal with employment matters in a sensitive and confidential manner
Desirable
- Experience in an HR and/or learning and development administrative role.
- Ability to use HR-specific software, e.g. PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
- Minute taking and transcription skills
- Experience of financial systems, e.g. requisitions, budget monitoring.
- Knowledge of People and Organisational Development Policies and Procedures.
Aptitude & Abilities
Essential
- Ability to manage own workload
- Good written and verbal communication skills.
Desirable
- Ability to speak Welsh or willingness to learn.
Qualifications & Knowledge
Essential
- Word processing to RSA III/NVQ Level 3 or equivalent level of experience
- Good standard of education together with a high level of numeracy, written and spoken English
- Working knowledge of filing/data systems including record management.
Desirable
- Knowledge of People and Organisational Development Policies and Procedures.
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).
