Job summary
An opportunity has arisen for a part-time senior administrative and resource officer within our training team to provide comprehensive, confidential administrative, clerical and business support as part of Public Health Wales' administrative resource. The post holder is required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role to the effective running of the Training team, working closely with the Training team, Laboratory management, Scientific staff and Laboratory workers contributing to the coordinating and delegating of work ensuring consistency with the agreed work plan. This may include monitoring and reviewing admin staff within the team providing advice and support when necessary.
Main duties of the job
The post holder will:
1. Provide comprehensive administrative support to the network training team ensuring communication between directorates, divisions and stakeholders.
2. Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources.
3. Have experience in the management and maintenance of information systems.
4. Provide administrative support in the event of an outbreak/emergency situation.
5. 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.
6. Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
7. 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.
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 this link.
For guidance on the application process, please visit this link.
Date posted: 09 April 2025
Pay scheme: Agenda for change
Band: Band 4
Salary: £26,928 to £29,551 a year per annum pro rata
Contract: Permanent
Working pattern: Part-time
Reference number: 028-AC093-0425
Job locations:
Singleton Hospital
Sketty Lane
Swansea
SA2 8QA
Job description Job responsibilities:
Communication and relationship skills:
1. Provide comprehensive administrative support to the Training team ensuring communication between directorates, divisions and stakeholders.
2. Provide information and advice in a timely manner.
3. 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.
4. Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
5. Liaise and negotiate with staff and project teams to support the efficient running of projects and business functions.
Knowledge, training and experience:
1. Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.
2. Good working knowledge and experience in the management of business, secretarial and office procedures some of which are non-routine.
3. Experience and knowledge in the use of MS Office Suite including accurate set up, use and update using Excel.
4. Experience and knowledge in the use of One file and Teams.
5. Experience in the management and maintenance of information systems.
6. Demonstrable proven organisational and time management skills.
7. Respond to enquiries from service users to provide information in line with agreed protocols and procedures.
8. Provide administrative support in the event of an outbreak/emergency situation.
Analytical and judgmental skills:
1. 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.
2. Assess and prioritise own workload within given timeframe, to meet business schedule.
3. Identify errors or problems, take action as necessary to resolve and/or notify line manager.
4. Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager.
5. Provide a diary management service with the ability to resolve conflicting diary appointments and schedule.
Planning and organisational skills:
1. Provide high-level administrative support to staff within the team/office.
2. 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.
3. Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met.
4. Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
5. Take and transcribe informal and formal minutes.
6. Organise and process hotel and travel arrangements on request.
7. Plans and organises defined aspects of project delivery under the guidance of the project manager.
8. Manage own workload and activities, including emails and diary management of other team members.
9. Support and co-ordinate work plan for admin team staff.
10. Liaise and support the organisation and coordination of services, such as maintenance and facilities.
11. Prioritise, prepare and dispatch documents as required.
12. Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources.
13. Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required.
14. Set up and maintain internal and external distribution lists.
Physical Skills:
1. 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:
1. 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.
2. 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:
1. Develop and implement new systems and procedures within the team and follow policies and procedures within Public Health Wales corporate systems.
2. Propose changes to working practices or procedures of work.
3. Contribute to meetings.
Responsibility for financial and physical resources:
1. May be an authorised signatory on small/cash financial payments.
2. Process orders of resources and supplies via procurement systems.
3. May be responsible for processing credit card requests within the scope of Public Health Wales policies and procedures.
4. Responsible for managing and maintaining stock levels.
5. Budget monitoring.
6. Responsible for the safe use of office equipment.
Responsibility for human resources:
1. May be responsible for the day-to-day supervision or coordination of staff within the team.
2. May demonstrate activities, processes and procedures to new staff when required.
3. Involvement in the induction process for new staff.
4. Provide support to the management of personnel procedures including the recording of annual leave, study leave requests, high cost study requests and processing.
5. Recording of authorised special leave/sickness absence as requested.
6. Participate in self-development to continually improve performance systems and undertake development activities that are identified.
7. Manage and collate paycard information for authorisation.
Responsibility for information resources:
1. Setting up, managing, maintaining information on/in database/filing systems, ensuring that information is appropriately and securely stored, filed and retrievable.
2. Ensure security of records in line with the Data Protection Act.
3. Ensure compliance with information governance policies and procedures.
4. Use a variety of IT applications to promote the smooth running of the department and projects.
5. 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.
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.
Employer details
Employer name: Public Health Wales
Address:
Singleton Hospital
Sketty Lane
Swansea
SA2 8QA
Employer's website: https://phw.nhs.wales/
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