Public Health Wales

Senior Administrator

Information:

This job is now closed

Job summary

An exciting opportunity has arisen to work as part of the Business Support Team within the Strategic Programme for Mental Health as a Senior Administrator. This post is permanent, 37.5 hours per week.

The Strategic Programme for Mental Health sits within the NHS Wales Executive. Our goal is to work with NHS Wales and its partner organisations to drive improvements in quality and safety, for people with mental health difficulties and their carers. Acting as the interface between Welsh Government policy and service delivery across Wales, we aim to deliver better and more equitable outcomes, access and experience for people in the Mental Health sphere across Wales.

The successful applicant should have a proactive and friendly attitude, be able to demonstrate substantial secretarial/administrative experience and meet the main duties of the role. It is important that you are an excellent communicator with experience of working to tight and changeable deadlines. You will be highly organised and efficient with excellent time and diary management skills, able to prioritise requests and to deal with conflicting demands. A high level of attention to detail, supported by strong computer and typing skills, is essential, along with proven skills and experience in providing secretarial support to multi-disciplinary teams. This role will be an ideal opportunity to further develop those skills in a fast paced, multi-faceted environment.

Main duties of the job

Main duties of the job:

Provide a comprehensive secretarial service including diary management, preparing agendas, taking and transcribing minutes and action log management.

The post holder will be responsible for our database systems, ensuring that, as far as possible, requests are managed within appropriate timescales with training provided.

The post holder will collate performance information and escalate any capacity issues or exceptions.

Communicate with a wide range of stakeholders utilising tact and diplomacy both internal and external to the Strategic Programme.

To work autonomously to manage your own workload, working to set priorities and reorganising work practices of secretarial and administrative support staff to fulfil departmental requirements.

Dealing with, and resolving, informal concerns by liaising with relevant parties within the directorate, working to find an appropriate solution to prevent any further escalation.

Assisting in the production of high-quality documentation, using Microsoft packages, including confidential documentation.

Oversight of data cleansing to ensure that accurate and up-to-date information is held across the business team.

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

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.

Details

Date posted

29 October 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,928 to £29,551 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

028-AC385-1024

Job locations

Hybrid with various locations across wales to include Cardiff, Swansea, Llandudno Junction

Ynysbridge Road

Cardiff

CF15 9SS


Job description

Job responsibilities

Please see information above and located on job description and person specification for more details.

Job description

Job responsibilities

Please see information above and located on job description and person specification for more details.

Person Specification

Qualifications

Essential

  • Word processing to RSA III, NVQ Level 3 or relevant equivalent experience
  • Good working knowledge of a full range of administrative procedures and organisational procedures, some of which are not routine
  • Proven organisational and time management skills

Desirable

  • ECDL

Experience

Essential

  • Demonstrable experience in a secretarial or administrative role
  • Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records
  • Experience of transcribing and minute taking and diary management

Skills

Essential

  • Ability to work on own initiative and manage own workload
  • Good organisational and problem solving skills
  • Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint. Advanced keyboard skills
  • Ability to demonstrate understanding and application of our workplace values, together with the underpinning behaviours identified for success in this role
  • Ability to work within a team and to take direction from senior team members

Desirable

  • Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Person Specification

Qualifications

Essential

  • Word processing to RSA III, NVQ Level 3 or relevant equivalent experience
  • Good working knowledge of a full range of administrative procedures and organisational procedures, some of which are not routine
  • Proven organisational and time management skills

Desirable

  • ECDL

Experience

Essential

  • Demonstrable experience in a secretarial or administrative role
  • Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records
  • Experience of transcribing and minute taking and diary management

Skills

Essential

  • Ability to work on own initiative and manage own workload
  • Good organisational and problem solving skills
  • Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint. Advanced keyboard skills
  • Ability to demonstrate understanding and application of our workplace values, together with the underpinning behaviours identified for success in this role
  • Ability to work within a team and to take direction from senior team members

Desirable

  • Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

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

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).

Employer details

Employer name

Public Health Wales

Address

Hybrid with various locations across wales to include Cardiff, Swansea, Llandudno Junction

Ynysbridge Road

Cardiff

CF15 9SS


Employer's website

https://phw.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Public Health Wales

Address

Hybrid with various locations across wales to include Cardiff, Swansea, Llandudno Junction

Ynysbridge Road

Cardiff

CF15 9SS


Employer's website

https://phw.nhs.wales/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Business Support Manager

Kristy Rix

Kristy.Rix@wales.nhs.uk

Details

Date posted

29 October 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,928 to £29,551 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

028-AC385-1024

Job locations

Hybrid with various locations across wales to include Cardiff, Swansea, Llandudno Junction

Ynysbridge Road

Cardiff

CF15 9SS


Supporting documents

Privacy notice

Public Health Wales's privacy notice (opens in a new tab)