Job summary
The position of Executive Personal Assistant is a busy and varied role, providing professional, efficient and comprehensive administrative support to the National Director of Health Protection and Screening Services, Executive Medical Director.
The post holder will be enthusiastic and highly motivated, working to a very high standard of accuracy, with a flexible, 'can do' approach. The role requires excellent organisational skills, the ability to multitask and initiative in planning your workload in a way that supports the diverse work of the Director, including email and diary management.
This is a permanent post working 37.5 hours per week. The working pattern is negotiable with your line manager on appointment.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Face to face interviews will take place on 23 January 2022
Main duties of the job
You will support the drafting and formatting of reports, presentations, briefing papers and other correspondences. Supporting a range of high level meetings is also involved, so experience in scheduling meetings, compiling and distributing agendas and papers, and the taking and transcribing of formal minutes is required.
You will need to be confident in developing excellent relationships both internally and externally, so excellent verbal and written communication skills are essential. You will also need the ability to act on your own initiative and to work under pressure.
About us
We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in Wales. Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us and the benefits we offer please visithttps://phw.nhs.wales/careers/
For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description
Job responsibilities
The Executive Personal Assistant will provide comprehensive, efficient, organised and confidential administrative support to the National Director of Health Protection and Screening Services (HPSS) across all areas of responsibility which include servicesdelivered externally by Public Health Wales (PHW) (screening, health protection, emergency planning and response, and infection). These are high profile services accounting for approximately two thirds of the organisation's spend and about the same proportion of its workforce. The role will include the management of databases and advanced level use of IT packages such as Word, Excel, Outlook and PowerPoint.
In addition the National Director is also the PHW Executive Medical Director, providing professional oversight of the medical workforce, and the officer responsible for medical revalidation. An Office of the Medical Director (OMD) is established to co-ordinate this function and the postholder will work closely with the OMD. The post holder will also provide administrative support (arranging key meetings and some diary management) to members of the Directorate Senior Management Team. Reporting directly to the Head of Business Operations, the post holder will support the National Director across all areas of their responsibility. Executive and Directorate level meetings, administering relevant meetings and other sub-committees, including the collation, tracking and dissemination of papers, taking formal minutes and management of actions.
The post holder is expected to maintain complete confidentiality at all times and to represent the Directorate in a professional, efficient and courteous manner and will be required to exercise judgement to make robust decisions using initiative and levels of authority agreed with the Director.
The post holder will work collaboratively with the other Executive PAs and provide support when necessary and line manage administrators in the Central Operations Team.
Job description
Job responsibilities
The Executive Personal Assistant will provide comprehensive, efficient, organised and confidential administrative support to the National Director of Health Protection and Screening Services (HPSS) across all areas of responsibility which include servicesdelivered externally by Public Health Wales (PHW) (screening, health protection, emergency planning and response, and infection). These are high profile services accounting for approximately two thirds of the organisation's spend and about the same proportion of its workforce. The role will include the management of databases and advanced level use of IT packages such as Word, Excel, Outlook and PowerPoint.
In addition the National Director is also the PHW Executive Medical Director, providing professional oversight of the medical workforce, and the officer responsible for medical revalidation. An Office of the Medical Director (OMD) is established to co-ordinate this function and the postholder will work closely with the OMD. The post holder will also provide administrative support (arranging key meetings and some diary management) to members of the Directorate Senior Management Team. Reporting directly to the Head of Business Operations, the post holder will support the National Director across all areas of their responsibility. Executive and Directorate level meetings, administering relevant meetings and other sub-committees, including the collation, tracking and dissemination of papers, taking formal minutes and management of actions.
The post holder is expected to maintain complete confidentiality at all times and to represent the Directorate in a professional, efficient and courteous manner and will be required to exercise judgement to make robust decisions using initiative and levels of authority agreed with the Director.
The post holder will work collaboratively with the other Executive PAs and provide support when necessary and line manage administrators in the Central Operations Team.
Person Specification
Qualifications and/or Knowledge
Essential
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management.
- RSA III typing or equivalent qualification.
- Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.) & MS teams.
- Commitment to continuing professional development.
Desirable
- Advanced ECDL
- Knowledge of Financial Systems e.g. monitoring budget management, processing invoices and procurement.
Experience
Essential
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of producing management information reports.
Desirable
- Experience of monitoring budgets and business planning processes
- Experience in project management Understanding of the NHS & its partner organisations.
Aptitude and Abilities
Essential
- Ability to work autonomously but able to recognise when it is appropriate to seek advice.
- Ability to prioritise workload and manage multiple, competing demands.
- Ability to deal with complex and challenging enquiries/complaints by effectively investigating the issues and proposing solutions.
- Adaptable to changing demands.
- Excellent planning and organising capabilities, with exceptional attention to detail.
Desirable
- Ability to speak Welsh or willingness to learn.
Person Specification
Qualifications and/or Knowledge
Essential
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management.
- RSA III typing or equivalent qualification.
- Advanced knowledge of Microsoft software applications (Outlook, Word, Excel and PowerPoint etc.) & MS teams.
- Commitment to continuing professional development.
Desirable
- Advanced ECDL
- Knowledge of Financial Systems e.g. monitoring budget management, processing invoices and procurement.
Experience
Essential
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of producing management information reports.
Desirable
- Experience of monitoring budgets and business planning processes
- Experience in project management Understanding of the NHS & its partner organisations.
Aptitude and Abilities
Essential
- Ability to work autonomously but able to recognise when it is appropriate to seek advice.
- Ability to prioritise workload and manage multiple, competing demands.
- Ability to deal with complex and challenging enquiries/complaints by effectively investigating the issues and proposing solutions.
- Adaptable to changing demands.
- Excellent planning and organising capabilities, with exceptional attention to detail.
Desirable
- Ability to speak Welsh or willingness to learn.
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).
