Job summary
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROMSTAFF CURRENTLY EMPLOYED BY NHS WALES.
This is an exciting opportunity for an enthusiastic and motivated Administration Assistant to work as part of the Vaccination Programme Wales team, and to support a range of transformation initiatives across vaccination in Wales.
Vaccination Programme Wales is seeking to transform the delivery of vaccination in Wales, to meet the needs of our population. This will include implementing exciting, new service developments and various change and improvement opportunities across vaccination. The post holder will provide a comprehensive professional and confidential administrative support in the delivery of several projects under Vaccination Programme Wales. The post holder will have responsibility for managing their own workload and they will be a key part of a supportive administrative team.
This post is available on a permanent and full-time basis.
Hybrid working arrangement available (Bocam Park, Pencoed office 2x days a week - Tuesday & Thursday).
Main duties of the job
Provide a comprehensive, support service, including preparing standard letters and minutes, editing and formatting reports and preparing agenda packs.
Respond to and resolve first line queries from a diverse customer base of staff and managers.
Manage all employee administration for learning and development, core skills, competency assignment and maintenance, via Electronic Staff Record ESR.
Assist with recruitment processes, including co-ordinating the establishment control process, AfC job evaluation process & checking and approving adverts in TRAC.
Co-ordinate salary sacrifice and benefit schemes such as Cycle Scheme and the Holiday Subsidy Scheme.
Support the administration and maintenance of the People and OD intranet pages and assist with the contribution of ideas to the pages, ensuring all information publicised on the intranet site is accurate, up to date and easy to locate.
Contribute and support with the development of new systems, process improvement and policies to ensure the continuous improvement of VPW.
Undertake ad hoc projects and commissioned work as and when required.
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
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 on 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 on 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/or Knowledge
Essential
- Good standard of education together with a high level of numeracy, written and spoken English.
- Good knowledge of MS Office suite.
- Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
- Good understanding and knowledge of the full range of administrative skills required in a busy office environment.
- Working knowledge of filing/data systems including record management.
Desirable
- Knowledge of Public Health Wales.
- Knowledge of People and Organisational Development Policies and Procedures.
Experience
Essential
- Demonstrable experience in an administrative role.
- Experience of communicating with all levels of staff within an organisation and across relevant stakeholders as necessary.
- Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records.
- Experience of transcribing and minute taking.
Desirable
- Experience in an HR and/or learning and development administrative role.
- Administering NHS workforce systems such as ESR and Trac.
- Experience of financial systems, e.g. requisitions, budget monitoring.
- Working in an NHS environment.
Aptitude and Abilities
Essential
- Ability to manage own workload.
- Self-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision.
- Good written and verbal communication skills.
- Good organisational skills.
- Ability to work within a team and to take direction from senior team members.
- Problem solving and fact finding.
- Ability to use PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
- Organisational and time-management skills.
- Ability to make judgements involving job-related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules.
- Demonstrate sound judgement when considering whether issues need to be referred or escalated, for example when responding to potential disciplinary and grievance matters.
Desirable
- Ability to speak Welsh or willingness to learn.
Values
Essential
- Evidence of living our values and cultural fit.
- An ability to maintain confidentiality and trust.
- Self-awareness and willingness to undertake further development as required.
Other
Essential
- Ability to travel within geographical area.
- Adaptability, a flexible approach to work and ability to cope with uncertainty and change.
Person Specification
Qualifications and/or Knowledge
Essential
- Good standard of education together with a high level of numeracy, written and spoken English.
- Good knowledge of MS Office suite.
- Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
- Good understanding and knowledge of the full range of administrative skills required in a busy office environment.
- Working knowledge of filing/data systems including record management.
Desirable
- Knowledge of Public Health Wales.
- Knowledge of People and Organisational Development Policies and Procedures.
Experience
Essential
- Demonstrable experience in an administrative role.
- Experience of communicating with all levels of staff within an organisation and across relevant stakeholders as necessary.
- Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records.
- Experience of transcribing and minute taking.
Desirable
- Experience in an HR and/or learning and development administrative role.
- Administering NHS workforce systems such as ESR and Trac.
- Experience of financial systems, e.g. requisitions, budget monitoring.
- Working in an NHS environment.
Aptitude and Abilities
Essential
- Ability to manage own workload.
- Self-manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision.
- Good written and verbal communication skills.
- Good organisational skills.
- Ability to work within a team and to take direction from senior team members.
- Problem solving and fact finding.
- Ability to use PHW/NHS information systems such as ActionPoint, ESR, Trac and SharePoint.
- Organisational and time-management skills.
- Ability to make judgements involving job-related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, conflicting diary appointments and schedules.
- Demonstrate sound judgement when considering whether issues need to be referred or escalated, for example when responding to potential disciplinary and grievance matters.
Desirable
- Ability to speak Welsh or willingness to learn.
Values
Essential
- Evidence of living our values and cultural fit.
- An ability to maintain confidentiality and trust.
- Self-awareness and willingness to undertake further development as required.
Other
Essential
- Ability to travel within geographical area.
- Adaptability, a flexible approach to work and ability to cope with uncertainty and change.
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).
