Senior Administration and Resource Officer

Job description

Job responsibilities

Communication and relationship skills:

Provide comprehensive administrative support to the Training team ensuring communication between directorates, divisions and stakeholders

Provide information and advice in a timely manner

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

Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources

Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action

Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions.

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

Good working knowledge and experience in the management of business, secretarial and office procedures some of which are non routine

Experience and knowledge in the use of MS Office Suite including accurate set up, use and update using excel.

Experience and knowledge in the use of One file and Teams.

Experience in the management and maintenance of information systems

Demonstrable proven organisational and time management skills

Respond to enquiries from service users to provide information in line with agreed protocols and procedures

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

Analytical and judgmental skills:

Make judgements and provide information involving a range of job related facts or situations some of which require analysis and comparison of a range of options. e.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder

Assess and prioritise own workload within given timeframe, to meet business schedule.

Identify errors or problems, take action as necessary to resolve and/or notify line manager

Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager

Provide a diary management service with the ability to resolve conflicting diary appointments and schedule

Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate

Planning and organisational skills:

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

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, this can involve the re-allocation of specific tasks to ensure deadlines are met

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

Take and transcribe informal and formal minutes

Organise and process hotel and travel arrangements on request

Plans and organises defined aspects of project delivery under the guidance of the project manager

Manage own workload and activities, including emails and diary management of other team members,

Support and co-ordinate work plan for admin team staff

Liaise and support the organisation and coordination of services, such as the maintenance and facilities

Prioritise, prepare and dispatch documents as required

Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources

Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required

Set up and maintain internal and external distribution lists

Physical Skills:

Advanced and accurate keyboard skills are required when compiling resource/information documents using desktop publishing, knowledge of telephony systems and a good understanding in the use and maintenance of general office equipment

Responsibility for patient/client care:

The post holder may have incidental contact with service users/client and will be expected to assist, resolve or direct to the appropriate person/department, this may be in the form of face to face contact or over the telephone

The post holder will be expected to assist with members of the public/external organisations e.g. in the event of an outbreak, emergency situation or at attendance of events/external locations

Responsibility for policy/service development implementation:

Develop and implement new systems and procedures within the team and follow policies and procedures within Public Health Wales corporate systems

Propose changes to working practices or procedures of work

Contribute to meetings

Responsibility for financial and physical resources

May be an authorised signatory on small/cash financial payments

Process orders of resources and supplies via procurement systems

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

Responsible for managing and maintaining stock levels

Budget monitoring

Responsible for the safe use of office equipment

Responsibility for human resources:

May be responsible for the day-to-day supervision or coordination 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 systems and undertake development activities that are identified

Manage and collate paycard information for authorisation

Responsibility for information resources:

Setting up, managing, maintaining information on/in database/filing systems, ensuring that information is appropriately and securely stored, filed and retrievable

Ensure security of records in line with the Data Protection Act

Ensure compliance with information governance policies and procedures

Use a variety of IT applications to promote the smooth running of the department and projects

Take and transcribe formal minutes of meetings at various locations across Wales

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; Welsh and/or English speakers are equally welcome to apply.

Person Specification

Qualifications

Essential

• RSA III/NVQ Level 3 or equivalent level of experience

Desirable

• Advanced ECDL

Experience

Essential

• Demonstrable experience in an administrative role
• Experience of project work
• Working experience of Microsoft Office Suite

Desirable

• Budget monitoring
• Working in an NHS environment

Skills

Essential

• Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
• Advanced keyboard skills

Desirable

• Ability to speak Welsh or willingness to learn

Knowledge

Essential

• Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
• Working knowledge of filing/data systems including records management
• Ability to work to deadlines and under pressure

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.

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

Wales Genomic Health Centre

Cardiff Edge Business Park Longwood Drive

Cardiff

CF14 7YU

Employer's website

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