Job summary
We are looking to appoint an enthusiastic and motivated individual to join our Corporate Administration Team to provide comprehensive, confidential administrative, clerical and business support, to include elements of support within the Corporate Governance Directorate.
This role is for a period of 12 months (fixed-term contract or secondment) to cover maternity leave.
This is a key supporting role to ensure the effective running of the Corporate Administration team and the wider organisation. The successful candidate will be expected to cover reception whilst undertaking duties.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
The post holder will be expected to provide comprehensive administrative support to the Corporate Administration team ensuring good and consistent communication between directorates, internal and external stakeholders. Communication will be via telephone, face-to-face contact, Microsoft Teams, and email both internally and externally.
Management of room booking systems, conferences, courses and associated functions (i.e., organising and processing travel, accommodation requests) as and when required on behalf of the Special Health Authority using the organisation credit card.
Provide an effective, seamless and professional experience at the reception desk for all staff and visitors, in addition to dealing with any queries that may arise during office hours
About us
Digital Health and Care Wales (DHCW) is an expert national body and part of NHS Wales. We work in partnership with NHS Wales colleagues and other key stakeholders to provide national digital and data services which support the delivery of health and social care in Wales. Modern health and care services depend on good digital tools, data and information. DHCW runs or works with more than 100 services and delivers major national digital transformation programmes to support this. In addition, DHCW provides expert advice in relation to cyber security and information governance. We give frontline staff the digital tools which help them provide safer and more efficient care. We are also giving patients and the public digital tools to better manage their own health and wellbeing, empowering people to live healthier lives. We put people at the heart of what we do, working to the highest standards to deliver quality and make digital a force for good in health and care.
Working for DHCW offers lots of employee benefits, including flexible working, a competitive salary, 28 days of annual leave plus Bank Holidays and opportunities for career development. We are committed to recognising and celebrating our staff as the most valuable part of our organisation.
Job description
Job responsibilities
Provide comprehensive administrative support to the Corporate Administration team ensuring good and consistent communication between directorates, internal and external stakeholders.
Communicate via telephone, face-to-face contact, Microsoft Teams, and email both internally and externally. Ensure messages are correctly transcribed and relayed in a timely manner to the appropriate person, ensuring bilingual communication when required (with the support of the DHCW translation team)
Management of room booking systems, conferences, courses and associated functions (i.e., organising and processing travel, accommodation requests) as and when required on behalf of the Special Health Authority.
Provide an effective, seamless and professional experience at the reception desk for all staff and visitors, in addition to dealing with any queries that may arise during office hours
Develop and maintain internal and external distribution lists
Providing a professional experience for meetings, conferences and events held in the Special Health Authority, ensuring rooms are clear, set up correctly, refreshments provided and ensuring rooms are returned to the expected requirements after use, working with Estates and Client Services and other colleagues as required.
Job description
Job responsibilities
Provide comprehensive administrative support to the Corporate Administration team ensuring good and consistent communication between directorates, internal and external stakeholders.
Communicate via telephone, face-to-face contact, Microsoft Teams, and email both internally and externally. Ensure messages are correctly transcribed and relayed in a timely manner to the appropriate person, ensuring bilingual communication when required (with the support of the DHCW translation team)
Management of room booking systems, conferences, courses and associated functions (i.e., organising and processing travel, accommodation requests) as and when required on behalf of the Special Health Authority.
Provide an effective, seamless and professional experience at the reception desk for all staff and visitors, in addition to dealing with any queries that may arise during office hours
Develop and maintain internal and external distribution lists
Providing a professional experience for meetings, conferences and events held in the Special Health Authority, ensuring rooms are clear, set up correctly, refreshments provided and ensuring rooms are returned to the expected requirements after use, working with Estates and Client Services and other colleagues as required.
Person Specification
Qualifications and Knowledge
Essential
- HNC or first part of foundation degree in relevant field or equivalent experience
- Good knowledge of secretarial and administrative procedures and systems
Desirable
- Knowledge of DATIX or other Risk Management Systems
- Knowledge of Oracle or other Procurement Systems
- Knowledge of Sharepoint
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
Desirable
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of informal and formal minute taking
Skills and Attributes
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
- Good communication skills
- Good organisational skills
Desirable
- Welsh language skills are desirable levels 1 or above in understanding, speaking, reading and writing in Welsh
Person Specification
Qualifications and Knowledge
Essential
- HNC or first part of foundation degree in relevant field or equivalent experience
- Good knowledge of secretarial and administrative procedures and systems
Desirable
- Knowledge of DATIX or other Risk Management Systems
- Knowledge of Oracle or other Procurement Systems
- Knowledge of Sharepoint
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
Desirable
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
- Experience of informal and formal minute taking
Skills and Attributes
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
- Good communication skills
- Good organisational skills
Desirable
- Welsh language skills are desirable levels 1 or above in understanding, speaking, reading and writing in Welsh
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).
