Job summary
This post is Fixed term for 24 months due to the needs of the service (Apprenticeship).
The Operations Directorate Management team are looking for 2 x Directorate Support Administrator Apprentice roles, as part of this 2 year fixed term contract you will complete a fully funded qualification, which support with any future development within DHCW / NHS Wales.
Main duties of the job
Management, Leadership & Training
- Onboard new staff: Book corporate induction, order IT equipment, and help set up essential accounts (service desks, expenses, etc.).
Planning & Design
- Manage diaries for the Directorate, book meetings/conferences/travel arrangements.
Improvement & Monitoring
- Prioritise tasks and analyse information to keep operations efficient.
- Collect data for reports, follow up on meeting actions, suggest improvements to work processes.
- Maintain personal development and complete mandatory training.
- Adhere to organisational policies and safety practices, including SOP reviews.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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
Communications
- Provide prompt, professional support using Teams, email, and face-to-face contact.
- Relay messages accurately; handle complex meeting details.
- Respond to queries clearly and empathetically, especially complaints.
- Liaise with internal/external stakeholders and draft replies when needed.
- Welcome visitors and offer directions or assistance.
Digital & Information
- Assist the Directorate team with admin duties: minute-taking, agenda prep, updating logs and SharePoint.
- Maintain accurate records in line with legal and data protection standards.
- Create reports, spreadsheets, and presentations using Microsoft Office tools.
- Keep digital files organised and up to date; archive documents when necessary.
- Enter data into various systems and keep training records current.
- Ensure patient/service user confidentiality is upheld.
Finance & Assets
- Monitor and replenish stationery stock as needed.
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 in Trac.
Job description
Job responsibilities
Communications
- Provide prompt, professional support using Teams, email, and face-to-face contact.
- Relay messages accurately; handle complex meeting details.
- Respond to queries clearly and empathetically, especially complaints.
- Liaise with internal/external stakeholders and draft replies when needed.
- Welcome visitors and offer directions or assistance.
Digital & Information
- Assist the Directorate team with admin duties: minute-taking, agenda prep, updating logs and SharePoint.
- Maintain accurate records in line with legal and data protection standards.
- Create reports, spreadsheets, and presentations using Microsoft Office tools.
- Keep digital files organised and up to date; archive documents when necessary.
- Enter data into various systems and keep training records current.
- Ensure patient/service user confidentiality is upheld.
Finance & Assets
- Monitor and replenish stationery stock as needed.
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 in Trac.
Person Specification
Qualifications and Knowledge
Essential
- Good general education
- Educated to GCSE or equivalent level
- NVQ level 3 or equivalent in relevant subject e.g. administration.
- Understanding of confidentiality
Desirable
- Knowledge of NHS structures and processes
- Knowledge of ways of working in digital organisations
Experience
Essential
- Administrative/secretarial experience.
- Experience of working in a busy office environment.
- Maintaining computerised and paper record keeping systems.
Desirable
- Administrative role within health care environment.
- Experience of administrative support to a senior manager
Skills and Attributes
Essential
- Dedication and a positive attitude towards your work
- Willingness to learn new skills.
- Good communication and interpersonal skills with a courteous and professional manner
- Ability to prioritise work in a developing environment of competing priorities.
- Understand the importance of confidentiality
- A drive to make improvements
- Ability to make full use of IT to facilitate e-working, proficiency in the use of Microsoft Office software including Outlook, Word, Excel, and PowerPoint
- Advanced keyboard skills
Desirable
- Formal minute taking in a health care environment
- Confident - able to use own initiative and demonstrate assertiveness when necessary
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading and writing in Welsh
Person Specification
Qualifications and Knowledge
Essential
- Good general education
- Educated to GCSE or equivalent level
- NVQ level 3 or equivalent in relevant subject e.g. administration.
- Understanding of confidentiality
Desirable
- Knowledge of NHS structures and processes
- Knowledge of ways of working in digital organisations
Experience
Essential
- Administrative/secretarial experience.
- Experience of working in a busy office environment.
- Maintaining computerised and paper record keeping systems.
Desirable
- Administrative role within health care environment.
- Experience of administrative support to a senior manager
Skills and Attributes
Essential
- Dedication and a positive attitude towards your work
- Willingness to learn new skills.
- Good communication and interpersonal skills with a courteous and professional manner
- Ability to prioritise work in a developing environment of competing priorities.
- Understand the importance of confidentiality
- A drive to make improvements
- Ability to make full use of IT to facilitate e-working, proficiency in the use of Microsoft Office software including Outlook, Word, Excel, and PowerPoint
- Advanced keyboard skills
Desirable
- Formal minute taking in a health care environment
- Confident - able to use own initiative and demonstrate assertiveness when necessary
- Welsh Language Skills are desirable levels 1 to 5 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).
