Job summary
Cervical Screening Wales is responsible for the NHS Cervical Screening Programme in Wales, and aims to reduce the incidence of, and morbidity and mortality from, invasive cervical cancer.
An exciting opportunity has arisen for a motivated and enthusiastic person to join our team as Administration Programme Support. The successful candidate will be based in one of the Screening offices across Wales (TBC).
The post holder will work as part of a dedicated team providing higher level administration support on an All-Wales level to the Clinical Lead and quality team within the programme. This includes all areas of secretarial, administration and organisational support as well as first point of contact for quality document control processes.
The candidate must have demonstrable personal secretarial experience, and must be able to work to tight deadlines, work within multi-disciplinary teams, understand and maintain quality systems, and understand the importance of Data Protection Act and confidentiality.
If you are a highly motivated professional with a strong demonstrable background in personal secretarial procedures, then we are keen to hear from you.
Main duties of the job
- Supporting Quality Coordinator and Clinical Lead in their all Wales lead responsibilities within the programme.
- Arranging and co-ordinating updates by the Quality Manual Review Group, document control and publishing of Quality Manual documentation.
- Maintaining centralised databases.
- Providing administrative support for failsafe work and collating outcomes.
- Providing high level secretarial support for the programme.
- Arranging meetings and providing secretarial support, including minute taking to key clinical and quality groups.
- Be responsible for maintaining and updating the CSW Professional site under the direction of the identified lead within the programme
- Plan, organise and provide comprehensive administrative support to meetings including preparing agendas, formatting and printing papers, taking formal and informal minutes/ action notes and distributing them as appropriate. Ensuring that follow up actions from meetings are undertaken.
- Book travel arrangements including train tickets and hotel accommodation
- Prepare, collate and present data obtained from Screening Quality Pathway surveys and audits
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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 visit https://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
Full Job Description in attachments
To provide higher level administration support on an all Wales level to the Clinical Lead and quality team within the programme. This includes all areas of secretarial, administration and organisational support as well as first point of contact of quality document control processes.
The post holder will be responsible for supporting identified quality and clinical lead roles in undertaking their all Wales lead areas of responsibility, document controlling updating and supporting publication of Programme Quality Manual and standard operating procedures, as well as providing high level administration support in the management of the CSW professional site under the direction of the identified programme lead. The post holder will be expected to attend and take formal notes at meetings at all Wales quality and clinical programme meetings.
The post holder will be line managed by Quality Co-ordinator and will need to establish excellent working relationships with the PA to Head of the Programme and other managers and staff within the CSW screening programme.
The duties and responsibilities listed below are not intended to be exhaustive but are set out to indicate the main areas of activity expected. The post holder is expected to adopt a flexible approach when the needs of the service require.
Main Duties and Responsibilities:
Core support duties:
As support to the CSW programme, the post holder will be responsible for:
- Supporting Quality Coordinator and Clinical Lead in their all Wales lead responsibilities within the programme.
- Arranging and co-ordinating updates by the Quality Manual Review Group, document control and publishing of Quality Manual documentation.
- Maintaining centralised databases.
- Providing administrative support for failsafe work and collating outcomes.
- Providing high level secretarial support for the programme.
- Arranging meetings and providing secretarial support, including minute taking to key clinical and quality groups.
- Be responsible for maintaining and updating the CSW Professional site under the direction of the identified lead within the programme
- Plan, organise and provide comprehensive administrative support to meetings including preparing agendas, formatting and printing papers, taking formal and informal minutes/ action notes and distributing them as appropriate. Ensuring that follow up actions from meetings are undertaken.
- Book travel arrangements including train tickets and hotel accommodation
- Prepare, collate and present data obtained from Screening Quality Pathway surveys and audits
Job description
Job responsibilities
Full Job Description in attachments
To provide higher level administration support on an all Wales level to the Clinical Lead and quality team within the programme. This includes all areas of secretarial, administration and organisational support as well as first point of contact of quality document control processes.
The post holder will be responsible for supporting identified quality and clinical lead roles in undertaking their all Wales lead areas of responsibility, document controlling updating and supporting publication of Programme Quality Manual and standard operating procedures, as well as providing high level administration support in the management of the CSW professional site under the direction of the identified programme lead. The post holder will be expected to attend and take formal notes at meetings at all Wales quality and clinical programme meetings.
The post holder will be line managed by Quality Co-ordinator and will need to establish excellent working relationships with the PA to Head of the Programme and other managers and staff within the CSW screening programme.
The duties and responsibilities listed below are not intended to be exhaustive but are set out to indicate the main areas of activity expected. The post holder is expected to adopt a flexible approach when the needs of the service require.
Main Duties and Responsibilities:
Core support duties:
As support to the CSW programme, the post holder will be responsible for:
- Supporting Quality Coordinator and Clinical Lead in their all Wales lead responsibilities within the programme.
- Arranging and co-ordinating updates by the Quality Manual Review Group, document control and publishing of Quality Manual documentation.
- Maintaining centralised databases.
- Providing administrative support for failsafe work and collating outcomes.
- Providing high level secretarial support for the programme.
- Arranging meetings and providing secretarial support, including minute taking to key clinical and quality groups.
- Be responsible for maintaining and updating the CSW Professional site under the direction of the identified lead within the programme
- Plan, organise and provide comprehensive administrative support to meetings including preparing agendas, formatting and printing papers, taking formal and informal minutes/ action notes and distributing them as appropriate. Ensuring that follow up actions from meetings are undertaken.
- Book travel arrangements including train tickets and hotel accommodation
- Prepare, collate and present data obtained from Screening Quality Pathway surveys and audits
Person Specification
Qualifications
Essential
- RSA III and NVQ/Diploma Level 3 or equivalent relevant experience. High level of numeracy, written and spoken English.
Desirable
- Degree level qualification in administration or management fields.
Experience
Essential
- Demonstrable, proven personal secretary experience
- Experience of working to tight deadlines.
- Experience of working in multi-disciplinary teams.
- Experience of quality systems.
- Working experience of Microsoft Office Suite and MS Teams
- Experience in diary management.
- Experience in transcribing and minute taking.
Desirable
- Experience of working in an NHS environment.
- Experience of quality systems and quality management.
Skills
Essential
- Excellent inter-personal and communication skills.
- Excellent minute taking skills
- High levels of literacy and numeracy.
- Excellent IT skills. Knowledge of computer packages including Microsoft Word, Excel and PowerPoint.
- Ability to prioritise workloads
- Excellent organisational skills
Desirable
- Experience of extracting data from databases.
Knowledge
Essential
- Ability to demonstrate an understanding of the Screening Division and the NHS.
Desirable
- Knowledge of screening programmes and the principles of screening
Personal attributes
Essential
- Committed to quality
- Confident.
- Reliable
- Flexible but able to work within policies and procedures when required
- Excellent attention to detail.
Desirable
- Ability to work under pressure, maintain concentration whilst dealing with interruptions.
Other
Essential
- Ability to travel to other locations across Wales when requested.
Person Specification
Qualifications
Essential
- RSA III and NVQ/Diploma Level 3 or equivalent relevant experience. High level of numeracy, written and spoken English.
Desirable
- Degree level qualification in administration or management fields.
Experience
Essential
- Demonstrable, proven personal secretary experience
- Experience of working to tight deadlines.
- Experience of working in multi-disciplinary teams.
- Experience of quality systems.
- Working experience of Microsoft Office Suite and MS Teams
- Experience in diary management.
- Experience in transcribing and minute taking.
Desirable
- Experience of working in an NHS environment.
- Experience of quality systems and quality management.
Skills
Essential
- Excellent inter-personal and communication skills.
- Excellent minute taking skills
- High levels of literacy and numeracy.
- Excellent IT skills. Knowledge of computer packages including Microsoft Word, Excel and PowerPoint.
- Ability to prioritise workloads
- Excellent organisational skills
Desirable
- Experience of extracting data from databases.
Knowledge
Essential
- Ability to demonstrate an understanding of the Screening Division and the NHS.
Desirable
- Knowledge of screening programmes and the principles of screening
Personal attributes
Essential
- Committed to quality
- Confident.
- Reliable
- Flexible but able to work within policies and procedures when required
- Excellent attention to detail.
Desirable
- Ability to work under pressure, maintain concentration whilst dealing with interruptions.
Other
Essential
- Ability to travel to other locations across Wales when requested.
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).
