Job summary
Would you like to join a team supporting the transformation of the Nursing and Midwifery workforce across NHS Wales? We are looking for an Administrative Officer who can work independently, providing administrative and secretarial support to the team and associated workstreams.
The role will require the postholder to work and communicate effectively with a range of stakeholders, in addition to arranging meetings, minute taking, drafting agendas, calendar management, developing and maintaining electronic filing and information systems, and supporting procurement activities.
The successful candidate will need to hold an NVQ level 3 secretarial, or administration qualification or equivalent experience in an administrative role, have experience in developing new office systems and processes, minute taking, and competent in the use of Microsoft Office packages, with strong communication and prioritisation skills.
This is a part time position working 30 hours over 5 days.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
o Deal with first line enquiries to the department.
To provide a comprehensive administrative service to the Strategic Nursing and Midwifery Transformation Team and associated work streams.
To develop effective working relationships with a range of stakeholders.
Undertake secretariat duties for internal and external meetings.
Work independently and manage own workload.
About us
Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.
HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:
- Respect for All in every contact we have with others,
- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,
- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.
HEIW received the HPMA Award for Employee Engagement in 2019.
What you can expect:
- a corporate induction and 90 day Welcome itinerary,
- compassionate leadership,
- a meaningful values based performance appraisal process,
- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.
Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?
Job description
Job responsibilities
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
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
- NVQ Level 3 secretarial or administration qualification (i.e., NVQ level 3 or RSA qualification) or equivalent demonstrable experience of administrative / office skills and knowledge.
- Knowledge of administrative procedures and using IT systems.
- Evidence of recent continual professional development.
- Understanding of GDPR requirements.
Experience
Essential
- Previous experience in an administrative role.
- Experience of establishing new office systems and processes.
- Experience of dealing with non-routine issues.
- Experience of preparing reports and other business documents.
- Experience of minute taking and servicing of meetings.
Desirable
- Experience of working in the NHS.
- Previous experience of working within a programme or project.
Skills and Attributes
Essential
- Competent in the use of Microsoft Office packages.
- Strong communication and interpersonal skills.
- Ability to problem solve and use own initiative.
- Excellent time management and prioritisation skills.
- Self-motivated and able to work without supervision.
- Excellent verbal and written communication skills.
- Ability to work as a part of a high performing team.
Other
Essential
- Flexible approach to work.
- Possess a willingness to learn.
Desirable
- Welsh Speaker (Level 1) or willingness to work towards.
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 3 secretarial or administration qualification (i.e., NVQ level 3 or RSA qualification) or equivalent demonstrable experience of administrative / office skills and knowledge.
- Knowledge of administrative procedures and using IT systems.
- Evidence of recent continual professional development.
- Understanding of GDPR requirements.
Experience
Essential
- Previous experience in an administrative role.
- Experience of establishing new office systems and processes.
- Experience of dealing with non-routine issues.
- Experience of preparing reports and other business documents.
- Experience of minute taking and servicing of meetings.
Desirable
- Experience of working in the NHS.
- Previous experience of working within a programme or project.
Skills and Attributes
Essential
- Competent in the use of Microsoft Office packages.
- Strong communication and interpersonal skills.
- Ability to problem solve and use own initiative.
- Excellent time management and prioritisation skills.
- Self-motivated and able to work without supervision.
- Excellent verbal and written communication skills.
- Ability to work as a part of a high performing team.
Other
Essential
- Flexible approach to work.
- Possess a willingness to learn.
Desirable
- Welsh Speaker (Level 1) or willingness to work towards.
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).
