Job summary
The Wales Foundation School, within HEIW, are looking for an administrative officer to assist with the Foundation Trainee Progression workstream.
The role would suit a motivated individual with demonstrable organisational and communication skills, and the ability to work with a range of people. This is a new role within a small, well-established team.
Main duties of the job
- Provide comprehensive, efficient, and high-level administrative support to the Foundation School team.
- First point of contact for enquiries relating to Foundation Training.
- Provide information, advice, and guidance to a broad range of stakeholders including Medical Students, Foundation Doctors, Foundation Programme Directors, and Health Board / NWSSP colleagues.
- Support the planning and delivery of the Annual Review of Competence Progression Panels for Foundation Doctors across Wales.
- Ensure that all information relating to Foundation Doctors is accurately recorded and maintained on the trainee database and Eportfolio - regularly reviewing, analysing, and interpreting complex data reports.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
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 & Knowledge
Essential
- Level 4 qualification to diploma level or equivalent experience
- Knowledge of techniques for planning, monitoring and controlling projects
- Knowledge of administrative procedures
- Knowledge of data protection and confidentiality
Experience
Essential
- Experience of working in an administrative role
- Demonstrable experience of establishing administrative systems and procedures making improvements where necessary
- Experience of entering and maintaining accurate data systems and analysing complex data
- Experience of working to strict deadlines
- Familiar and competent with Microsoft IT packages, especially Word, Excel, and PowerPoint
- Evidence of handling confidential and sensitive information
Desirable
- Experience of working in the NHS
- Experience of minute taking
- Experience of Postgraduate medical training
Skills
Essential
- Strong organisational skills
- Excellent written and verbal communications skills
- Ability to work as part of a team and independently
- Excellent problem-solving skills
Desirable
- Welsh Speaker (Level 1) or willingness to work toward
Other
Essential
- Self-motivated
- Ambitious and willingness to learn
- Approachable and adaptable
- Driven and enthusiastic to achieve goals and see things through
- Responsive to change and continuous improvement
- Willingness to work together as part of a high performing team
- Respectful and inclusive approach to all
Person Specification
Qualifications & Knowledge
Essential
- Level 4 qualification to diploma level or equivalent experience
- Knowledge of techniques for planning, monitoring and controlling projects
- Knowledge of administrative procedures
- Knowledge of data protection and confidentiality
Experience
Essential
- Experience of working in an administrative role
- Demonstrable experience of establishing administrative systems and procedures making improvements where necessary
- Experience of entering and maintaining accurate data systems and analysing complex data
- Experience of working to strict deadlines
- Familiar and competent with Microsoft IT packages, especially Word, Excel, and PowerPoint
- Evidence of handling confidential and sensitive information
Desirable
- Experience of working in the NHS
- Experience of minute taking
- Experience of Postgraduate medical training
Skills
Essential
- Strong organisational skills
- Excellent written and verbal communications skills
- Ability to work as part of a team and independently
- Excellent problem-solving skills
Desirable
- Welsh Speaker (Level 1) or willingness to work toward
Other
Essential
- Self-motivated
- Ambitious and willingness to learn
- Approachable and adaptable
- Driven and enthusiastic to achieve goals and see things through
- Responsive to change and continuous improvement
- Willingness to work together as part of a high performing team
- Respectful and inclusive approach to all
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).
