Job summary
Wales Abdominal Aortic Aneurysm Screening programme is a Public Health Wales screening programme and aims to reduce the number of ruptured AAA and deaths in Wales.
An exciting opportunity has arisen for a motivated and enthusiastic person to join our team as a Regional Secretary based at Magden Park, in Llantrisant.
Main duties of the job
The post holder will deliver a secretarial/administration service for the South East Regional screening department this will include supporting the Programme Manager, Regional Nurse Coordinator, Senior Screener and the wider Regional team, including other staff groups as necessary. You will provide support in all areas of secretarial, administrative and organisational processes. Additionally, the post holder will provide a remote cross cover agreement with secretaries in other Regions throughout Wales providing cover when required.
The candidate must be able to follow policies and procedures, and understand the importance of data protection act and confidentiality.
This is a permanent part time position (18.75 hours/week), flexi time policy is operated within the team though service delivery must be priority with office cover required Monday to Friday 08:00 - 17:00.
If you are highly motivated, professional with a strong demonstrable background in data entry and administrative procedures, then we are keen to hear from you.
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
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; Welsh and/or English 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; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 3 in Business Administration or ability to demonstrate equivalent work experience
- A good knowledge of the Microsoft package and its applications, being able to format documents
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Understanding of office procedures
- Knowledge of filing/data systems including records management
Desirable
- Word processing RSA level 3
- PA or secretarial qualifications (ECDL)
- Knowledge of the NHS and principles of screening
Experience
Essential
- Experience of conducting secretarial or administrative work
- Experience of working to tight deadlines and prioritising workloads
- Experience managing diaries and planning events
- Experience of working in multi-disciplinary teams
- Experience of working with Microsoft packages including Teams, Outlook, Word, Excel and Power Point
Desirable
- Experience in taking actions and minutes at meetings
- Experience of working with rotas
Skills and Attributes
Essential
- Excellent inter-personal and communication skills
- Excellent organisational skills
- Ability to work within a team and take direction from senior team members
- Willingness to undertake relevant training courses
- Flexible approach to work that meets the need of the service
- Work within policies and procedures
- Observe discretion and confidentiality
- Ability to work under own initiative
Desirable
- Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
- Ability to work under pressure, maintain concentration whilst dealing with interruption
Other
Essential
- Ability to travel between Screening sites in South Wales in a timely manner to meet the needs of the service on occasional basis e.g. for training and meetings
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 3 in Business Administration or ability to demonstrate equivalent work experience
- A good knowledge of the Microsoft package and its applications, being able to format documents
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Understanding of office procedures
- Knowledge of filing/data systems including records management
Desirable
- Word processing RSA level 3
- PA or secretarial qualifications (ECDL)
- Knowledge of the NHS and principles of screening
Experience
Essential
- Experience of conducting secretarial or administrative work
- Experience of working to tight deadlines and prioritising workloads
- Experience managing diaries and planning events
- Experience of working in multi-disciplinary teams
- Experience of working with Microsoft packages including Teams, Outlook, Word, Excel and Power Point
Desirable
- Experience in taking actions and minutes at meetings
- Experience of working with rotas
Skills and Attributes
Essential
- Excellent inter-personal and communication skills
- Excellent organisational skills
- Ability to work within a team and take direction from senior team members
- Willingness to undertake relevant training courses
- Flexible approach to work that meets the need of the service
- Work within policies and procedures
- Observe discretion and confidentiality
- Ability to work under own initiative
Desirable
- Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
- Ability to work under pressure, maintain concentration whilst dealing with interruption
Other
Essential
- Ability to travel between Screening sites in South Wales in a timely manner to meet the needs of the service on occasional basis e.g. for training and meetings
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).
