Personal Assistant

Public Health Wales

This job is now closed

Job summary

The Health Protection Team is pleased to be offering an exciting opportunity for an individual to join our team based at Capital Quarter 2, Cardiff. We are looking for a highly motivated and reliable Personal Assistant (PA) who can also provide 1:1 support as a Support Worker, to support a colleague with a visual impairment.

The post-holder will be able to work remotely but will be required to work from the Capital Quarter office for a minimum of two days per week.

To be considered for this role you will have proven experience of providing PA support or equivalent and be able to demonstrate attention to detail and be competent in diary management and in taking minutes, which is a key part of the role. You will also have excellent personal and interpersonal skills (both verbal and written) and be able to engage with stakeholders at all levels across Wales. You will have the ability to efficiently manage time and competing priorities and report, address and escalate issues in a timely and effective manner.

Main duties of the job

Support Worker duties - A key aspect of the role is that 20 hours of the 37.5 hour working week will be spent providing 1:1 support for a colleague with a visual impairment. This will necessitate working from the Capital Quarter office for approximately two days per week to spend time together in-person, and will involve supporting tasks such as converting documents into accessible formats; providing additional support at meetings (e.g. displaying documents on the Teams screen on their behalf); helping them to access PHW newsletters and websites; reading computer screens or handwritten documents and assisting with completing data fields on computer systems.

We are looking for an individual with good communication skills, with an ability to work flexibly and respond to changing work priorities in a fast paced environment. Excellent IT skills, including the use of Microsoft Word, PowerPoint, Excel, e-mail systems, and other internal databases and reporting systems is essential.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

About us

Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales' where we play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across Wales.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, the benefits we offer and guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/

Date posted

26 July 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,524 to £28,010 a year per annum

Contract

Permanent

Working pattern

Full-time, Home or remote working

Reference number

028-AC252-0724

Job locations

2 Capital Quarter

Tyndall Street

Cardiff

CF10 4BZ

Job description

Job responsibilities

Communication and Relationship Skills

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.

Provide comprehensive administrative support to senior colleagues ensuring effective communication between directorates, divisions and stakeholders.

Communicate and liaise effectively with directorates, divisions and stakeholders as directed and required on a range of complex and sensitive topics.

Display tact, diplomacy and confidentiality at all times, using persuasive and negotiating skills when necessary.

Communicate verbally and in writing with a range of internal and external stakeholders and to produce confidential and sensitive correspondence.

Knowledge, Training and Experience

Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.

Knowledge and experience in a range of personal assistant and office responsibilities, including; non routine diary management and high level secretarial support.

Experience and knowledge in the use of advanced MS Office suite.

Demonstrable organisational and time management skills.

Provide administrative support in the event of an outbreak/emergency situation.

Planning and Organisational Skills

High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging.

Provide high level administrative support to staff within the team/office.

Monitor and manage relevant papers and documentation.

Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees.

Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met.

Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.

Manage own workload and activities.

Attend meetings to take and transcribe informal and formal minutes, ensure production of minutes and onward distribution in agreed timescales.

Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences etc.

Physical Skills

Advanced keyboard skills and knowledge of telephony systems and general office equipment.

Audio typing.

Responsibility for Financial and Physical Resources

The post holder will be responsible for the safe use of office equipment.

May be responsible for processing credit card requests within the scope of Public Health Wales policies and procedures

Process and goods receipting of received orders of resources and supplies via the procurement system (Oracle).

Arrange quotes for supplies where required.

Raise supply/invoice queries where required.

Responsibility for Human Resources

Some responsibility for the day-to-day supervision or co-ordination of staff within the team.

May demonstrate activities, processes and procedures to new staff when required.

Involvement in the induction process for new staff.

Provide support to the management of personnel procedures including the recording of annual leave recording, study leave requests, high cost study requests and processing.

Recording of authorised special leave / sickness absence as requested.

Participate in self-development to continually improve performance and undertake development activities that are identified.

Job description

Job responsibilities

Communication and Relationship Skills

Provide comprehensive administrative support to senior colleagues ensuring effective communication between directorates, divisions and stakeholders.

Communicate and liaise effectively with directorates, divisions and stakeholders as directed and required on a range of complex and sensitive topics.

Display tact, diplomacy and confidentiality at all times, using persuasive and negotiating skills when necessary.

Communicate verbally and in writing with a range of internal and external stakeholders and to produce confidential and sensitive correspondence.

Knowledge, Training and Experience

Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.

Knowledge and experience in a range of personal assistant and office responsibilities, including; non routine diary management and high level secretarial support.

Experience and knowledge in the use of advanced MS Office suite.

Demonstrable organisational and time management skills.

Provide administrative support in the event of an outbreak/emergency situation.

Planning and Organisational Skills

High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging.

Provide high level administrative support to staff within the team/office.

Monitor and manage relevant papers and documentation.

Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met.

Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.

Manage own workload and activities.

Attend meetings to take and transcribe informal and formal minutes, ensure production of minutes and onward distribution in agreed timescales.

Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences etc.

Physical Skills

Advanced keyboard skills and knowledge of telephony systems and general office equipment.

Audio typing.

Responsibility for Financial and Physical Resources

The post holder will be responsible for the safe use of office equipment.

May be responsible for processing credit card requests within the scope of Public Health Wales policies and procedures

Process and goods receipting of received orders of resources and supplies via the procurement system (Oracle).

Arrange quotes for supplies where required.

Raise supply/invoice queries where required.

Responsibility for Human Resources

Some responsibility for the day-to-day supervision or co-ordination of staff within the team.

May demonstrate activities, processes and procedures to new staff when required.

Involvement in the induction process for new staff.

Provide support to the management of personnel procedures including the recording of annual leave recording, study leave requests, high cost study requests and processing.

Recording of authorised special leave / sickness absence as requested.

Participate in self-development to continually improve performance and undertake development activities that are identified.

Person Specification

Qualifications

Essential

RSA level III/NVQ Level 3
Demonstrable proven experience of working as a Secretary, Personal Assistant or Senior Administrator

Experience

Essential

Extensive experience of supporting a range of meetings, including note taking
Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.

Desirable

Working in an NHS environment
Administering finance systems

Skills

Essential

High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging
Excellent personal and interpersonal skills (both verbal and written)
Planning and organisational skills.

Desirable

Ability to speak Welsh or willingness to learn

Knowledge

Essential

Working knowledge of MS Office Suite including MS Teams

Desirable

Knowledge of Public Health Wales

Person Specification

Qualifications

Essential

RSA level III/NVQ Level 3
Demonstrable proven experience of working as a Secretary, Personal Assistant or Senior Administrator

Experience

Essential

Extensive experience of supporting a range of meetings, including note taking
Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.

Desirable

Working in an NHS environment
Administering finance systems

Skills

Essential

High level diary management skills, including arranging and coordinating meetings and appointments, prioritising and rearranging
Excellent personal and interpersonal skills (both verbal and written)
Planning and organisational skills.

Desirable

Ability to speak Welsh or willingness to learn

Knowledge

Essential

Working knowledge of MS Office Suite including MS Teams

Desirable

Knowledge of Public Health Wales

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.

Certificate of Sponsorship

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