Personal Assistant / Senior Administrator
THIS POST IS FIXED TERM/SECONDMENT FOR 12 MONTHS DUE TO FUNDING.
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.
A great opportunity has arisen for an experienced and proactive personal assistant to join an innovative and dynamic team in the Policy & International Health Directorate within Public Health Wales.
The successful candidate will be required to provide comprehensive and confidential PA support to the Consultant in Public Health and Programme Director of the Behavioural Science Unit (BSU) and administrative support to the wider BSU Team.
The post holder is required to provide an effective and professional service by communicating with other directorates, divisions and stakeholders, both internally and externally and will be required to produce work to deadlines whilst ensuring compliance with Public Health Wales policies.
In return, we offer great benefits including hybrid and flexible working, a fantastic NHS pension, excellent annual leave, cycle to work and car lease schemes, childcare voucher schemes, plus many more. Public Health Wales works to achieve a healthier future for the people in Wales. If you are enthusiastic and motivated and want to make a difference to the people in Wales, then this is an exciting opportunity for you to join our highly talented, cross-functional, dynamic and friendly team.
Main duties of the job
This is a key role in the effective running of a fast-paced team with lots of opportunities for development. Knowledge and experience is required in a range of personal assistant and office responsibilities, including diary management, high level PA support and inbox management, with project support as and when required. Other duties of the role include:
* Attend meetings to take and transcribe informal and formal minutes, ensuring production of minutes and onward distribution in agreed timescales.
* Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences.
* Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover as and when required.
* Provide comprehensive project support to the team ensuring communication between directorates, divisions and stakeholders.
* Collate relevant information to ensure the designated individual(s) is prepared for any deadlines, meetings, presentations, talks, seminars, conferences, and discussions.
* Monitor and manage relevant papers and documentation, using a brought forward system.
* Manage, organise and support the planning of complex meetings, events, and conferences, including delegating duties as necessary, booking venues, arranging equipment and refreshments, preparing packs and registering attendees.
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 visit here.
For guidance on the application process, please visit here.
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; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Qualifications
* NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English.
* Good standard of general education.
Experience
* Demonstrable proven experience of working as a PA or equivalent.
* Experience of working in a Senior admin role or equivalent.
* Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
* Experience of organising meetings and events.
* Minute taking and recording.
* High level of experience of inbox & diary management.
* Experience of working autonomously.
Skills
* Advanced keyboard skills with the proven ability to produce reports, spreadsheets, and correspondence.
Knowledge
* Working knowledge of MS Office Suite.
* Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
* Thorough understanding of secretarial procedures.
* Working knowledge of filing/data systems including records management.
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.
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