Job summary
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROMSTAFF CURRENTLY EMPLOYED BY NHS WALES.
Fixed term / secondment for 12 months until 29th November 2026 to cover Sabbatical Leave.
An exciting opportunity has arisen to join a dynamic and rapidly growing team as a Records Management Officer within the Integrated Governance Division based in the Nursing, Quality and Integrated Governance (NQIG) Directorate.
The NQIG Directorate brings together three key divisions: Nursing and Quality, Integrated Governance, and the National Safeguarding Service. Our shared mission is to enhance quality and capability across public health services in Wales. We do this by engaging with, enabling, and empowering those we work with and serve, helping to build a healthier future for all.
The Integrated Governance Division supports the delivery of robust assurance to the Board, its committees, and the Executive Team, ensuring that the organisation is doing the right things, in the right way, for the right people.
Main duties of the job
The role of Records Management Officer within Public Health Wales is diverse and requires an individual with excellent time management skills and the ability to prioritise tasks, based on urgency and the impact of those tasks on the rest of the organisation.
The Records Management Officer must also be people focused. Many staff are still in the early stages of this transition and are continuing to embed this solution into BAU practices, so the successful candidate will be able to identify training and support needs, through conversations with stakeholders.
The role includes (but is not limited to):
o Supporting all directorates across the organisation with the development of their SharePoint Online based document stores.
o Supporting the organisation with the transition from using folder-based records management, to Metadata and filtering.
o Managing SharePoint Permissions on behalf of all directorates.
o Managing the Staff Records Leavers process.
o Delivering End User and Super User training to all levels of staff, as required.
o Developing further training packages as the SharePoint Online functions change and evolve.
o Supporting with general retention and destruction questions and queries.
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
This is a hybrid role working in a flexible manner but predominantly working from home. However, meeting attendance will be expected at Public Health Wales sites on a regular basis.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
For further information about the vacancy please see the job description and personal specification attached.
Please note that all interviews will be held in person and will take place in our Cardiff office.
Job description
Job responsibilities
This is a hybrid role working in a flexible manner but predominantly working from home. However, meeting attendance will be expected at Public Health Wales sites on a regular basis.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
For further information about the vacancy please see the job description and personal specification attached.
Please note that all interviews will be held in person and will take place in our Cardiff office.
Person Specification
Qualifications
Essential
- oNVQ Level 4, Degree or equivalent level of experience.
Desirable
Experience
Essential
- oExperience of communicating with all levels of professional staff and the public.
- oExperience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- oExperience of operating Microsoft Office Suite, with particular competence using SharePoint Online.
- oExperience of producing management information reports.
- oExperience of project implementation and monitoring ongoing projects.
- oExperience of managing finance systems e.g. ordering, budget monitoring.
- oExperience of managing, maintaining and developing systems and procedures.
- oExperience of implementing administrative policies and procedures.
- oExperience of applying project management methodologies.
Desirable
- oExperience of monitoring performance indicators.
- oExperience of formal minute taking.
- oWorking in an NHS environment.
Skills
Essential
- oAbility to work on own initiative and manage own workload.
- oAble to organise multi-disciplinary meetings and events.
- oExcellent management and communication skills and knowledge.
- oAnalysing information from numerous sources.
- oAdvanced IT/keyboard Skills.
- oAble to delegate responsibility and tasks to ensure delivery to agreed objectives.
Desirable
- oAbility to speak Welsh / willingness to learn.
Knowledge
Essential
- oGood knowledge of MS Office Suite, particularly SharePoint Online.
- oThorough understanding of administrative procedures.
- oThorough understanding of programme office functions.
- oKnowledge of filing/data systems including Records Management.
Desirable
- oKnowledge and understanding of Public Health Wales.
- oMicrosoft Project.
Personal Attributes
Essential
- oWork to deadlines and under pressure.
- oAbility to work as part of a team.
- oWork on own initiative.
- oGood time-keeping.
- oRespect confidentiality.
- oWillingness to learn and develop skills.
- oFlexible approach to work to meet the needs of the service.
Desirable
- oContinuing Professional Development.
Other
Essential
- oWillingness and ability to travel.
Desirable
- oAbility to carry resources.
Person Specification
Qualifications
Essential
- oNVQ Level 4, Degree or equivalent level of experience.
Desirable
Experience
Essential
- oExperience of communicating with all levels of professional staff and the public.
- oExperience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- oExperience of operating Microsoft Office Suite, with particular competence using SharePoint Online.
- oExperience of producing management information reports.
- oExperience of project implementation and monitoring ongoing projects.
- oExperience of managing finance systems e.g. ordering, budget monitoring.
- oExperience of managing, maintaining and developing systems and procedures.
- oExperience of implementing administrative policies and procedures.
- oExperience of applying project management methodologies.
Desirable
- oExperience of monitoring performance indicators.
- oExperience of formal minute taking.
- oWorking in an NHS environment.
Skills
Essential
- oAbility to work on own initiative and manage own workload.
- oAble to organise multi-disciplinary meetings and events.
- oExcellent management and communication skills and knowledge.
- oAnalysing information from numerous sources.
- oAdvanced IT/keyboard Skills.
- oAble to delegate responsibility and tasks to ensure delivery to agreed objectives.
Desirable
- oAbility to speak Welsh / willingness to learn.
Knowledge
Essential
- oGood knowledge of MS Office Suite, particularly SharePoint Online.
- oThorough understanding of administrative procedures.
- oThorough understanding of programme office functions.
- oKnowledge of filing/data systems including Records Management.
Desirable
- oKnowledge and understanding of Public Health Wales.
- oMicrosoft Project.
Personal Attributes
Essential
- oWork to deadlines and under pressure.
- oAbility to work as part of a team.
- oWork on own initiative.
- oGood time-keeping.
- oRespect confidentiality.
- oWillingness to learn and develop skills.
- oFlexible approach to work to meet the needs of the service.
Desirable
- oContinuing Professional Development.
Other
Essential
- oWillingness and ability to travel.
Desirable
- oAbility 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).
