Job summary
This post is Fixed Term for 5 months until 31st March 2026 due to the needs of the service.
This is an exciting opportunity for an enthusiastic and experienced Senior Administration Officer to join the Business Operations Team. The role is key to supporting the Business Operations of the Research, Data and Digital Directorate by providing administrative support to the day to day operations and selected teams as required.
As a Senior Administration and Resource Officer, the post holder will work flexibly across the directorate providing support to meet the needs of the business.
The post-holder will be an integral member of the operational team, and will work closely with fellow Operational Team members providing an efficient and consistent support service where required within the directorate.
The successful candidate will be highly organised, able to take instruction from all levels and self-organise, working to a high standard, detail focused with good communication skills. A good team player who is motivated and can demonstrate experience of all aspects of the role.
If you would like to discuss this role, please contact Nikki Marsden, Business Support Manager nikki.marsden@wales.nhs.uk
This could be a secondment opportunity but applicants must obtain approval from their line manager before applying.
Main duties of the job
This is a key role to ensure efficient and effective support working across the Directorate to provide administrative support to a high level. The post holder will participate in providing cross cover support for fellow team members at times of sickness and annual leave. They will provide and ensure the provision of appropriate support and advice by sharing knowledge to administration and clerical staff and senior managers as required.
The post reports directly to the EA/Business Support Manager.
About us
We are Public Health Wales - the national public health agency in Wales. Our purpose is 'Working together for a healthier Wales'. We exist to help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.
We are guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part time roles and job sharing.
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
As a part of the key support function within the Directorate, this role will require a flexible approach to work with the abilities to prioritise, adapt to change and be able to show positive forward thinking.
This role requires the post holder to have experience of a variety of administration systems such as (but not exclusively):
Extensive diary management
High level minute taking
Active use of SharePoint records management
Monitoring of compliance information
Please refer to Job Description/Person Specification for full details.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Job description
Job responsibilities
As a part of the key support function within the Directorate, this role will require a flexible approach to work with the abilities to prioritise, adapt to change and be able to show positive forward thinking.
This role requires the post holder to have experience of a variety of administration systems such as (but not exclusively):
Extensive diary management
High level minute taking
Active use of SharePoint records management
Monitoring of compliance information
Please refer to Job Description/Person Specification for full details.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications
Essential
- The post holder will require RSA III/NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English
Desirable
Experience
Essential
- Demonstrable experience in an administrative role
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Previous experience of dealing with customers, clients and/or members of the public
- Experience of project support work
- Experience of communicating at all levels
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Budget monitoring
- Supervisory experience
- Working in an NHS environment
Skills
Essential
- Ability to work on own initiative and manage own workload
- Advanced keyboard skills
- Good communication skills
- Good organisational skills
Desirable
- Ability to speak Welsh or willingness to learn
Knowledge
Essential
- Good knowledge of MS Office Suite
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Thorough understanding of office procedures
- Working knowledge of filing/data systems including records management
Desirable
- Knowledge of Public Health Wales
Personal Attributes
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Willingness to learn and develop skills
- Flexible approach to work
Desirable
- Continuing Professional Development
Other
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
Person Specification
Qualifications
Essential
- The post holder will require RSA III/NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English
Desirable
Experience
Essential
- Demonstrable experience in an administrative role
- Previous experience of working with financial systems and/or purchasing of goods or equipment
- Previous experience of dealing with customers, clients and/or members of the public
- Experience of project support work
- Experience of communicating at all levels
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
Desirable
- Budget monitoring
- Supervisory experience
- Working in an NHS environment
Skills
Essential
- Ability to work on own initiative and manage own workload
- Advanced keyboard skills
- Good communication skills
- Good organisational skills
Desirable
- Ability to speak Welsh or willingness to learn
Knowledge
Essential
- Good knowledge of MS Office Suite
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
- Thorough understanding of office procedures
- Working knowledge of filing/data systems including records management
Desirable
- Knowledge of Public Health Wales
Personal Attributes
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
- Respect confidentiality
- Willingness to learn and develop skills
- Flexible approach to work
Desirable
- Continuing Professional Development
Other
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
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).
