Corporate Administrator

Job description

Job responsibilities

Provide high-level, confidential administrative, clerical, and business support to the Corporate Administration team, ensuring effective communication between directorates and stakeholders.

Communicate via telephone, face-to-face, Microsoft Teams, and email with internal and external contacts. Relay messages accurately and promptly, including bilingual communication when required.

Maintain accurate diary systems, coordinate appointments, manage room bookings, and support the planning and organisation of meetings, conferences, and eventsincluding logistics, agendas, and attendee registration.

Cover reception duties, provide a professional experience for staff and visitors, escort visitors, and manage car park compliance.

Support in the receipt of and response to concerns and complaints for the organisation.

Manage incoming correspondence and emails (including confidential and sensitive information), summarise reports, compile letters, and maintain both paper and electronic filing systems in line with legal and organisational requirements.

Support risk management processes, manage procurement and financial tasks (such as processing orders, managing invoices, and credit card requests), and maintain office supplies and equipment.

Take and transcribe informal and formal minutes at meetings (in person or remotely), maintain action logs, and ensure timely updates from all directorates.

Develop and implement new systems and procedures, propose changes to working practices, and ensure compliance with policies and procedures.

Manage the Corporate Administration SharePoint site, support the management of logs (concerns, complaints, enquiries, risk, etc.), and carry out other administrative tasks as required by the role.

Person Specification

Qualifications and Knowledge

Essential

• Good knowledge of secretarial and administrative procedures and systems
• HNC or first part of foundation degree in relevant field or equivalent experience

Desirable

• Registered with relevant professional body
• Knowledge of DATIX or other Risk Management Systems
• Knowledge of Oracle or other Procurement Systems
• Knowledge of Sharepoint

Experience

Essential

• Previous experience of working with financial systems and/or purchasing of goods or equipment
• Demonstrable experience in an administrative role
• 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
• Working knowledge of filing/data systems including records management
• Ability to work on own initiative and manage own workload
• Advanced keyboard skills
• Good communication skills
• Good organisational skills
• Ability to work to deadlines and under pressure

Desirable

• Ability to Speak Welsh to Level 1 or above

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Digital Health and Care Wales

Address

Hybrid working - Ty Glan yr Afon, Cardiff

21 Cowbridge Road East

Cardiff

CF11 9AD

Employer's website

https://nwis.nhs.wales/ (Opens in a new tab)