Job summary
To provide comprehensive and confidential administrative and clerical support as part of NHS Wales Executive River House Business Unit. 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 post holder is required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role to the effective running of the team, contributing to the co-ordinating and delegating of work ensuring consistency with the agreed work plan. This includes monitoring, supervising and reviewing admin staff within the team providing advice and support when necessary.
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
- Provide comprehensive administrative support to the team ensuring communication between directorates, divisions, and stakeholders
- Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
- Work as part of the programme teams, ensuring effective communication between the teams and 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, in addition to organising the meet and greet schedule for the administrative team
- 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 act on delegated emails at managers' request.
- Management of the Admin team
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
An opportunity has arisen for a Senior Programme Administrator to join the River House Business Unit in the NHS Wales Executive. The role is full time and permanent.
This role is to provide comprehensive, confidential, and senior administrative, staff management, clerical and business support as part of Wales Executive River House Business Unit. The post holder is required to communicate and liaise with directorates, divisions, and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role that will contribute to the effective supervisory and running of the programme teams, contributing to the co-ordinating, delegating of work and agreeing work plans.
We are looking to recruit programmes such as Microsoft Office including Excel, Outlook, Teams, 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 desirable criteria. Supervisory experience is desirable however, support to do this will be provided by the more senior team.
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 personnel who are looking for an opportunity to develop their skills whilst supporting the programme teams within the River House Business Unit.
Job description
Job responsibilities
An opportunity has arisen for a Senior Programme Administrator to join the River House Business Unit in the NHS Wales Executive. The role is full time and permanent.
This role is to provide comprehensive, confidential, and senior administrative, staff management, clerical and business support as part of Wales Executive River House Business Unit. The post holder is required to communicate and liaise with directorates, divisions, and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role that will contribute to the effective supervisory and running of the programme teams, contributing to the co-ordinating, delegating of work and agreeing work plans.
We are looking to recruit programmes such as Microsoft Office including Excel, Outlook, Teams, 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 desirable criteria. Supervisory experience is desirable however, support to do this will be provided by the more senior team.
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 personnel who are looking for an opportunity to develop their skills whilst supporting the programme teams within the River House Business Unit.
Person Specification
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 and 365
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring
- Working in an NHS environment
- Supervisory experience
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
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
OTHER (Please specify)
Essential
- Willingness and ability to travel between sites
Person Specification
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 and 365
Desirable
- Administering finance systems, e.g. requisitions, budget monitoring
- Working in an NHS environment
- Supervisory experience
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
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
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
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).
