Job summary
The Putting Things Right team are recruiting for an Administrator to support the team to provide comprehensive administrative, clerical and Datix (system) administration support.
The post holder will work within the overall framework of the National Health Service (Concerns, Complaints and Redress Arrangements) (Wales) Regulations 2011 and be a key conduit for ensuring Concerns are managed appropriately under the supervision of the Putting Things Right Manager.
Main duties of the job
The post holder will monitor the entry point of Concerns to include the organisation's complaints mailbox and telephone line and be able to offer support for administration of the Datix system.
We are looking for an individual with good communication skills, ideally a sound Administration background and excellent IT skills with an appetite to learn Administration skills for the Datix reporting system.
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 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
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.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Please note thatallinterviews willbe held in person and willtake place in our Cardiff officeon Thursday 10thJuly 2025.
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.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Please note thatallinterviews willbe held in person and willtake place in our Cardiff officeon Thursday 10thJuly 2025.
Person Specification
Qualifications
Essential
- NVQ level 3 in Business and Administration or equivalent qualification.
- Educated to GCSE or equivalent.
Desirable
- Degree level qualification in administration or management fields.
Experience
Essential
- Working in a team in a busy and complex environment.
- Telephone experience with challenging people.
- Experience of being pro-active and keeping on top of workload.
- Experience of communicating at all levels.
Desirable
- Knowledge or experience of complaints handling including some knowledge of the National Health Service (Concerns, Complaints and Redress Arrangements) (Wales) Regulations 2011.
- Working in an NHS environment.
Skills
Essential
- Knowledge and experience of the administration of a concerns management system.
- Ability to work on own initiative and manage own workload.
- Good communication skills.
- Good organisational skills.
Desirable
- Knowledge and experience of the administration of the Datix system.
- Ability to speak Welsh or willingness to learn.
Knowledge
Essential
- Good knowledge of MS Office Suite, Outlook and Sharepoint.
- Data entry, text processing, storage of data, and updating databases.
- Awareness of policies and procedures relating to dealing with confidential data.
Desirable
- Knowledge of Public Health Wales.
- Knowledge of Datix.
Personal Attributes
Essential
- Excellent listening and problem solving skills.
- Excellent communication skills, both verbal and written.
- Ability to work to deadlines and under pressure.
- Excellent attention to detail and record keeping.
- Ability to work on own initiative.
- Respect confidentiality.
- Willingness to learn and develop skills.
- Flexible approach to work.
Desirable
- Continuing Professional Development
Person Specification
Qualifications
Essential
- NVQ level 3 in Business and Administration or equivalent qualification.
- Educated to GCSE or equivalent.
Desirable
- Degree level qualification in administration or management fields.
Experience
Essential
- Working in a team in a busy and complex environment.
- Telephone experience with challenging people.
- Experience of being pro-active and keeping on top of workload.
- Experience of communicating at all levels.
Desirable
- Knowledge or experience of complaints handling including some knowledge of the National Health Service (Concerns, Complaints and Redress Arrangements) (Wales) Regulations 2011.
- Working in an NHS environment.
Skills
Essential
- Knowledge and experience of the administration of a concerns management system.
- Ability to work on own initiative and manage own workload.
- Good communication skills.
- Good organisational skills.
Desirable
- Knowledge and experience of the administration of the Datix system.
- Ability to speak Welsh or willingness to learn.
Knowledge
Essential
- Good knowledge of MS Office Suite, Outlook and Sharepoint.
- Data entry, text processing, storage of data, and updating databases.
- Awareness of policies and procedures relating to dealing with confidential data.
Desirable
- Knowledge of Public Health Wales.
- Knowledge of Datix.
Personal Attributes
Essential
- Excellent listening and problem solving skills.
- Excellent communication skills, both verbal and written.
- Ability to work to deadlines and under pressure.
- Excellent attention to detail and record keeping.
- Ability to work on own initiative.
- Respect confidentiality.
- Willingness to learn and develop skills.
- Flexible approach to work.
Desirable
- Continuing Professional Development
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).
