Job Summary
THIS POST IS FIXED TERM/SECONDMENT FOR 4 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.
An opportunity has arisen for an experienced and proactive personal assistant/project support officer to join an innovative and dynamic team in the Policy & International Health Directorate within Public Health Wales.
The successful candidate will provide comprehensive and confidential PA and project support to the Consultant Lead in International Health and the wider International Health Team.
The post holder will communicate and liaise with other directorates, divisions, and stakeholders, both internally and externally, and will be required to produce work to deadlines while 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 and working with international colleagues.
1. Knowledge and experience in a range of personal assistant and office responsibilities, including diary management, high-level PA support, and inbox management.
2. Prioritise and summarise e-mails and reports, drafting responses on behalf of designated individual(s) when required.
3. Provide comprehensive project support to the team, ensuring communication between directorates, divisions, and stakeholders.
4. Collate relevant information to ensure the designated individual(s) is prepared for any deadlines, meetings, presentations, talks, seminars, conferences, and discussions.
5. Monitor and manage relevant papers and documentation, using a brought forward system.
6. 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.
7. Attend meetings to take and transcribe informal and formal minutes, ensuring production of minutes and onward distribution in agreed timescales.
8. Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences.
9. Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover as and when required.
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 as a Project Support Officer 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.
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: Capital Quarter 2, Tyndall Street, Cardiff, CF10 4BZ
Employer's Website: https://phw.nhs.wales/
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