Job summary
An opportunity has arisen for a Programme Administrator to join the River Business Unit, in NHS Executive.
This post is fixed term for 12 months, although there maybe the possibility of this role becoming permanent dependant on funding.
We are looking to recruit a highly organised individual who is proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, Power Point and Word. It is vital that the successful candidate has advanced typing skills, excellent attention to detail and can cope well under pressure. Experience of minute taking and transcribing minutes is a part of the role and is therefore an essential criterion.
If you have the above skills and want to be part of a dynamic team who are supportive, friendly and fun, then this is the post for you!! We would be delighted to receive applications from experienced personnel who are looking to develop their skills in an exciting role supporting the NHS Executive.
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
- Provide and receive routine information orally, in writing and electronically to inform work colleagues, the public and external organisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public in the event of an emergency/outbreak etc
- Work as part of the administrative team, ensuring effective communication between departments and providing information and advice in a timely manner
- Provide an effective and professional service when liaising with colleagues, stakeholders and the public
- Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol
- Manage the telephony system/switchboard, direct telephone calls appropriately and relay messages accurately and in a timely fashion (calls may be confidential and sensitive and be from a range of internal/external individuals and organisations)
- Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information
- Deal with personal emails and take action on delegated emails at managers' request and supervision
About us
The NHS Wales Executive provides a central guiding hand, working in partnership for and on behalf of Welsh Government, in and with the NHS in Wales. The Executive is hosted by Public Health Wales.
We are a national support function delivering 'A Healthier Wales' vision of a whole-system approach to providing excellent health and social care across Wales.
The Executive's role in supporting this vision is to provide strong national leadership and strategic direction enabling, supporting and, where necessary, intervening to ensure the delivery of national priorities and standards, to improve the quality and safety of care. The Executive will drive improvements to achieve better, fairer healthcare outcomes for the people of Wales.
Our organisation is guided by Public Health Wales' 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
To provide comprehensive administrative and clerical support as part of NHS Executive administrative resource. This includes; liaising and supporting the coordination of services, such as maintenance and facilities, support the dissemination and coordination of resources and organise and support the planning of meetings/events. The postholder will support the efficient delivery of a range of programmes. The post holder will be required to communicate and liaise with staff and members of partner organisations, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core duties. The duties and responsibilities listed below are not intended to be exhaustive, however are set out to indicate the main areas of activity currently expected. The post holder will, therefore, be expected to adopt a flexible approach when the needs of the service require.
Job description
Job responsibilities
To provide comprehensive administrative and clerical support as part of NHS Executive administrative resource. This includes; liaising and supporting the coordination of services, such as maintenance and facilities, support the dissemination and coordination of resources and organise and support the planning of meetings/events. The postholder will support the efficient delivery of a range of programmes. The post holder will be required to communicate and liaise with staff and members of partner organisations, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core duties. The duties and responsibilities listed below are not intended to be exhaustive, however are set out to indicate the main areas of activity currently expected. The post holder will, therefore, be expected to adopt a flexible approach when the needs of the service require.
Person Specification
Personal Attributes (Demonstrable)
Essential
- Ability to work to deadlines and under pressure.
- Able to work within a team.
- Ability to work on own initiative.
- Good time management.
- Respect confidentiality.
- Keen to learn and develop skills.
Desirable
- Continued Personal Development.
Qualifications
Essential
- Word processing to RSA III/NVQ Level 3 or equivalent level of experience.
- Good standard of education together with a high level of numeracy, written and spoken English.
Desirable
Experience
Essential
- Demonstrable experience in an administrative role.
- Experience of communicating with all levels of professional staff and the public.
- Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records.
- Experience of transcribing and minute taking.
- Working experience of Microsoft Office Suite.
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring.
- Working in an NHS environment.
Skills
Essential
- Ability to work on own initiative and manage own workload.
- Able to manage diaries.
- Advanced keyboard skills.
- Good written and verbal communication skills.
- Good organisational skills.
- Ability to work within a team and to take direction from senior team members.
- Problem solving and fact finding.
Desirable
- Ability to speak Welsh or willingness to learn.
Knowledge
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 record management.
Desirable
- Knowledge of Public Health Wales.
Other (Please specify)
Essential
- Willingness and ability to travel between sites.
Person Specification
Personal Attributes (Demonstrable)
Essential
- Ability to work to deadlines and under pressure.
- Able to work within a team.
- Ability to work on own initiative.
- Good time management.
- Respect confidentiality.
- Keen to learn and develop skills.
Desirable
- Continued Personal Development.
Qualifications
Essential
- Word processing to RSA III/NVQ Level 3 or equivalent level of experience.
- Good standard of education together with a high level of numeracy, written and spoken English.
Desirable
Experience
Essential
- Demonstrable experience in an administrative role.
- Experience of communicating with all levels of professional staff and the public.
- Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records.
- Experience of transcribing and minute taking.
- Working experience of Microsoft Office Suite.
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring.
- Working in an NHS environment.
Skills
Essential
- Ability to work on own initiative and manage own workload.
- Able to manage diaries.
- Advanced keyboard skills.
- Good written and verbal communication skills.
- Good organisational skills.
- Ability to work within a team and to take direction from senior team members.
- Problem solving and fact finding.
Desirable
- Ability to speak Welsh or willingness to learn.
Knowledge
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 record management.
Desirable
- Knowledge of Public Health Wales.
Other (Please specify)
Essential
- Willingness and ability to travel between sites.
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).
Employer details
Employer name
Public Health Wales
Address
NHS Wales Health Collaborative River House
Ynysbridge Road
Gwaelod- Y- Garth, Cardiff
CF15 9SS
Employer's website
https://phw.nhs.wales/ (Opens in a new tab)
