Job summary
Join Our Team at NHS Wales Joint Commissioning Committee
Position: Programme Administrative Assistant
Following the establishment of the NHS Wales Joint Commissioning Committee (NWJCC) on 1st April 2024 and a recent organisational restructure, we are seeking a Programme Administrative Assistant to support our journey as a newly formed organisation.
The NWJCC is a joint committee of the seven health boards in Wales, with a Chair and Lay Members. We support collaborative commissioning across Wales, with around 120 staff based in Mold and Nantgarw/Treforest.
Our mission to be The Centre of Excellence for Collaborative Commissioning, improving health and care outcomes across Wales. We commission around 220 services, from NHS 111 and ambulance services to specialised rare disease services, and mental health, operating a £1.14bn budget.
In this role, you will join a supportive, inclusive team, working with NHS Wales, Welsh Government, and UK provider organisations. We are seeking individuals who reflect our values of respect, trust, collaboration, and excellence--those who put patients and quality at the centre of everything they do.
If you're passionate about improving lives and want to be part of a forward-thinking, ambitious team, we'd love to hear from you.
Main duties of the job
The post holder will provide clerical and administrative duties to support the Joint Commissioning Committee (JCC) Commissioning Programmes and Projects.
The post holder will provide a comprehensive administrative and operational support function to the Programme and Project Management Office to ensure its smooth day-to-day management and contributing to the delivery of high quality programmes and projects.
About us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description
Job responsibilities
The post holder will :
Provide support to the Planning and PMO team ensure successful delivery of all aspects of planning and project/programme management.
Perform administrative tasks including accurate data input and accurate archiving of programme and project documentation in line with Data Protection/GDPR and Organisational Policy.
Communicate complicated administrative information to internal and external contacts and staff from other organisations.
Demonstrate the ability to communicate with individuals in an appropriate manner where barriers may exist with tact and diplomacy.
Use a range of verbal and non-verbal communication techniques to exchange information with programme and project audience, providing reassurance when required.
Co-ordinate and collate information across the JCC to enable support to the planning and project/programme management team.
Exercise judgement when dealing with routine queries, analysing information to resolve problems for programme and project delivery and service users and implements procedures guided by standard operating practices e.g. diary commitments, meeting schedules, and then relaying messages and passing on written and verbal information in a timely manner ensuring accurate information is exchanged.
Demonstrate an understanding and commitment to working within own competency, seeking advice, and guidance or support as necessary.
Follow existing policies and procedures; may comment on proposals for policies and procedures in own area.
Provide comprehensive administrative and secretarial support to the Planning and PMO team, supporting specific programmes of work where required. This may include managing diaries, booking room schedules, composing routine letters, memos and e-mails on daily basis, making full use of available technology to support programme and project delivery.
Help to create and maintain a proactive learning environment for all staff.
Contribute to the daily administrative operations of the PMO training programme by maintaining and storing programmes and projects records such as maintaining the database, plans as required as part of programme and project delivery schemes.
Take, transcribe and disseminate formal minutes/action notes as required, also utilising new technology to support this i.e. Co-Pilot.
Contribute to the daily administrative organisation of the planning and programmes/projects team, supporting the successful delivery of a range of projects and programmes across the JCC.
Co-ordinating programme and project activities as required.
Demonstrate administrative and secretarial duties to new starters or less experienced staff.
Participate in the maintenance of the Programme and Project portfolio.
Maintain own personal and professional development in accordance with local/national requirements, attending all mandatory study and training sessions as required.
Undertake surveys or participate in occasional audits or research, as necessary to own role by assisting in collection of information upon request.
Hold personal duty of care for any equipment used to undertake the role.
Order and maintain office supplies, and stationery for the team.
Be an effective team member, plan and prioritise own workload.
Work independently, arranging own workload in accordance with organisational policies and procedures.
Job description
Job responsibilities
The post holder will :
Provide support to the Planning and PMO team ensure successful delivery of all aspects of planning and project/programme management.
Perform administrative tasks including accurate data input and accurate archiving of programme and project documentation in line with Data Protection/GDPR and Organisational Policy.
Communicate complicated administrative information to internal and external contacts and staff from other organisations.
Demonstrate the ability to communicate with individuals in an appropriate manner where barriers may exist with tact and diplomacy.
Use a range of verbal and non-verbal communication techniques to exchange information with programme and project audience, providing reassurance when required.
Co-ordinate and collate information across the JCC to enable support to the planning and project/programme management team.
Exercise judgement when dealing with routine queries, analysing information to resolve problems for programme and project delivery and service users and implements procedures guided by standard operating practices e.g. diary commitments, meeting schedules, and then relaying messages and passing on written and verbal information in a timely manner ensuring accurate information is exchanged.
Demonstrate an understanding and commitment to working within own competency, seeking advice, and guidance or support as necessary.
Follow existing policies and procedures; may comment on proposals for policies and procedures in own area.
Provide comprehensive administrative and secretarial support to the Planning and PMO team, supporting specific programmes of work where required. This may include managing diaries, booking room schedules, composing routine letters, memos and e-mails on daily basis, making full use of available technology to support programme and project delivery.
Help to create and maintain a proactive learning environment for all staff.
Contribute to the daily administrative operations of the PMO training programme by maintaining and storing programmes and projects records such as maintaining the database, plans as required as part of programme and project delivery schemes.
Take, transcribe and disseminate formal minutes/action notes as required, also utilising new technology to support this i.e. Co-Pilot.
Contribute to the daily administrative organisation of the planning and programmes/projects team, supporting the successful delivery of a range of projects and programmes across the JCC.
Co-ordinating programme and project activities as required.
Demonstrate administrative and secretarial duties to new starters or less experienced staff.
Participate in the maintenance of the Programme and Project portfolio.
Maintain own personal and professional development in accordance with local/national requirements, attending all mandatory study and training sessions as required.
Undertake surveys or participate in occasional audits or research, as necessary to own role by assisting in collection of information upon request.
Hold personal duty of care for any equipment used to undertake the role.
Order and maintain office supplies, and stationery for the team.
Be an effective team member, plan and prioritise own workload.
Work independently, arranging own workload in accordance with organisational policies and procedures.
Person Specification
Qualifications and/or Knowledge
Essential
- Knowledge of programme and project administrative procedures and systems, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3, or possess equivalent demonstrable skills, knowledge and experience.
- Project Management Foundation qualification.
- Knowledge of office practices and ability to establish new processes.
Desirable
- A good understanding of Health Care/Business Management.
- Knowledge and understanding of confidentiality and data protection, and health and safety regulations.
- Qualification in Customer Care.
Experience
Essential
- Experience of office processes and procedures.
- Experience of dealing with general public/customers.
- Experience of using databases to record information.
Desirable
Aptitude and Abilities
Essential
- Fully conversant with all Microsoft Office software e.g. Word, Excel, Outlook and PowerPoint.
- Well-developed communication and customer care skills.
- Good organisational and time management skills.
- Accuracy and attention to detail, ability to solve problems.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
Desirable
Personal Qualities
Essential
- Highly self-motivated.
- Display exemplary personal and professional standards of behaviour and integrity at all times.
- Application of the highest standards of honesty and integrity at all times.
- Demonstrate a professional approach to all situations.
- Able to earn respect and deal with a diverse range of stakeholders.
Desirable
- Belief in the NHS and its ability to succeed.
- Ability to work to deadlines
Other
Essential
- Ability to travel between sites in a timely manner if needed.
- Able to undertake the duties of the role.
- Welsh Speaker (Level 1) or willingness to work towards achieving this level.
Person Specification
Qualifications and/or Knowledge
Essential
- Knowledge of programme and project administrative procedures and systems, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3, or possess equivalent demonstrable skills, knowledge and experience.
- Project Management Foundation qualification.
- Knowledge of office practices and ability to establish new processes.
Desirable
- A good understanding of Health Care/Business Management.
- Knowledge and understanding of confidentiality and data protection, and health and safety regulations.
- Qualification in Customer Care.
Experience
Essential
- Experience of office processes and procedures.
- Experience of dealing with general public/customers.
- Experience of using databases to record information.
Desirable
Aptitude and Abilities
Essential
- Fully conversant with all Microsoft Office software e.g. Word, Excel, Outlook and PowerPoint.
- Well-developed communication and customer care skills.
- Good organisational and time management skills.
- Accuracy and attention to detail, ability to solve problems.
- Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
Desirable
Personal Qualities
Essential
- Highly self-motivated.
- Display exemplary personal and professional standards of behaviour and integrity at all times.
- Application of the highest standards of honesty and integrity at all times.
- Demonstrate a professional approach to all situations.
- Able to earn respect and deal with a diverse range of stakeholders.
Desirable
- Belief in the NHS and its ability to succeed.
- Ability to work to deadlines
Other
Essential
- Ability to travel between sites in a timely manner if needed.
- Able to undertake the duties of the role.
- Welsh Speaker (Level 1) or willingness to work towards achieving this level.
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
