Job summary
The post offers an exciting opportunity to join the Professional Support Unit in the Medical Directorate within Health Education and Improvement Wales (HEIW) and is responsible for supporting doctors, dentists and pharmacists in training.
This post is fixed term/secondment for 12 months to meet the needs of the service.
If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
Main duties of the job
The post holder will be required to provide effective and efficient clerical and administrative support to the Professional Support Unit within HEIW and have the ability to prioritise work and deal with competing demands and interruptions. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational skills and excellent working knowledge of administrative systems.
- The post holder will be the first point of contact for the service requiring clear communication and liaison skills.
- They will be responsible for managing and prioritising their own workload and will be required to use their initiative.
- The post holder will be required to work as part of a team and require cross cover during periods of absence.
- The post holder must be able to handle sensitive and confidential information.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Health Education and Improvement Wales (HEIW) is the strategic workforce body for NHS Wales with statutory functions that include education and training, workforce planning, workforce development and transformation, leadership and succession planning, and careers. Our purpose is to develop a workforce that delivers excellent care to patients/service users and excellent population health. We are a Special Health Authority working closely with our partners; Social Care Wales, education providers, professional and regulatory bodies and Welsh Government.
HEIW's is committed to developing an internal culture of choice. Our Values reflect our thoughts, feelings and beliefs in how we will, and will not, behave and treat others:
- Respect for All in every contact we have with others,
- Ideas that Improve: Harnessing creativity and continuously innovating, evaluating and improving,
- Together as a Team: Working with colleagues across NHS Wales and with partner organisations.
HEIW received the HPMA Award for Employee Engagement in 2019.
What you can expect:
- a corporate induction and 90 day Welcome itinerary,
- compassionate leadership,
- a meaningful values based performance appraisal process,
- the opportunity to impact upon health and social care services and the lives and wellbeing of the people of Wales.
Many of our colleagues and stakeholders have commented on the buzz and atmosphere we create by working together as "One HEIW Team". Do you want to join that team?
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
- NVQ 3 Minimum of 5 GCSEs with a minimum of a C in English and Maths or equivalent
Desirable
- A Levels Computer Qualifications
Experience
Essential
- Experience of working in an administrative or office environment
- Experience in using a variety of IT packages (e.g., MS Office)
- Experience in working with the general public either face-to-face or over the telephone
- Proven ability to plan, prioritise and organise own workload within established time scales
Desirable
- Previous experience of working within healthcare systems
- Experience of working in confidential situations
- Knowledge of NHS database systems such as INTREPID/Oracle systems
Skills and Attributes
Essential
- Work as an effective team member, providing advice and guidance to other team members where necessary
- Communicate effectively and professionally with a wide range of people
- Work independently to defined policies and be confident to propose changes to enhance procedures in own working area
- Demonstrate tact and diplomacy when working with others
- Deal with escalated requests for information or service, resolving customer issues where appropriate
- Manage own workload
- Use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices
Desirable
- Ability to speak Welsh
- Evidence of undertaking presentation to groups
Values
Essential
- Demonstrable qualities of being compassionate, competent, committed
Other
Desirable
- Experience of Supervising Others
Person Specification
Qualifications
Essential
- NVQ 3 Minimum of 5 GCSEs with a minimum of a C in English and Maths or equivalent
Desirable
- A Levels Computer Qualifications
Experience
Essential
- Experience of working in an administrative or office environment
- Experience in using a variety of IT packages (e.g., MS Office)
- Experience in working with the general public either face-to-face or over the telephone
- Proven ability to plan, prioritise and organise own workload within established time scales
Desirable
- Previous experience of working within healthcare systems
- Experience of working in confidential situations
- Knowledge of NHS database systems such as INTREPID/Oracle systems
Skills and Attributes
Essential
- Work as an effective team member, providing advice and guidance to other team members where necessary
- Communicate effectively and professionally with a wide range of people
- Work independently to defined policies and be confident to propose changes to enhance procedures in own working area
- Demonstrate tact and diplomacy when working with others
- Deal with escalated requests for information or service, resolving customer issues where appropriate
- Manage own workload
- Use initiative in solving problems and responding to queries ensuring compliance with standard procedures and practices
Desirable
- Ability to speak Welsh
- Evidence of undertaking presentation to groups
Values
Essential
- Demonstrable qualities of being compassionate, competent, committed
Other
Desirable
- Experience of Supervising Others
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).
