Job summary
An excellent opportunity has arisen to work for the Health Protection Team in Public Health Wales in Cardiff.
Looking for an enthusiastic and motivated individual for the post of Administration & Resource/Notification Officer. The post holder will be expected to adopt a flexible approach when the needs of the service require (i.e. during an outbreak/incident scenario) and demonstrate an ability to effectively manage and re-prioritise their workload.
Must be able to attend the office on a regular basis.
Main duties of the job
To provide comprehensive administrative and clerical support as part of the Public Health Wales Health Protection Service. This includes taking notifications via the telephone, inbox management, supporting the coordination and dissemination of resources, inbox management as well as organising meetings and taking concise, clear minutes.
Being the first point of contact for the All Wales Acute Response Service (AWARe), taking notifications via the telephone of an often complex nature and accurately recording them onto a national case and incident management system.
The post holder will be required to manage the telephony system, respond to calls confidently, liaising with our stakeholders, directing queries and recording details appropriately and in accordance with data protection regulations. Other key responsibilities includeorganising meetings and taking concise, clear minutes.
This is a key role in supporting effective service provision.
The ability to speak Welsh is desirable for this post; English and/or Welsh 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/
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
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
- Working experience of Microsoft Office Suite
- Experience of transcribing and minute taking
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
- Ability to speak Welsh
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
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
Desirable
- Continued personal development
OTHER
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
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
- Working experience of Microsoft Office Suite
- Experience of transcribing and minute taking
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
- Ability to speak Welsh
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
Essential
- Ability to work to deadlines and under pressure
- Able to work within a team
- Ability to work on own initiative
- Good time management
Desirable
- Continued personal development
OTHER
Essential
- Willingness and ability to travel between sites
Desirable
- Ability to carry resources
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).
