Admin Office Manager

NHS; Cardiff; Hybrid; GBP 33,000 - 40,000; Full time

Job summary

Public Health Wales is seeking an experienced administrator to manage the Microbiology Administration Team at University Hospital of Wales in Cardiff. This is a non-patient facing, on-site role supporting the South East Region with high-quality service and effective working relationships.

You will lead a team of admin staff, handle call management, data entry, diary and minute taking, with training provided.

Qualifications

• Degree or equivalent qualification or equivalent experience.
• Experience of leading a team.
• Experience of working in NHS / Healthcare system.
• Excellent knowledge of Microsoft Office Suite.
• Experience of dealing with, and recording confidential and sensitive data.
• Experience of dealing with HR issues.

Responsibilities

• Manage the admin team and call handling.
• Handle ad hoc facility issues and data entry.
• Provide PA duties and minute taking.
• Training will be provided and cover may be required at other SE Region sites.

Skills

Minute taking

Lead a team

Microsoft Office

NHS systems

HR data handling

Prioritise workload

Medical terminology

Confidential data handling

Education

Degree or equivalent qualification

Tools

Oracle

ESR

LIMS

Payroll systems

Job description

Employer Public Health Wales NHS Trust Employer type NHS Site University Hospital Of Wales Town Cardiff Salary £32,557 - £39,631 per annum (pro rata if part time) Salary period Yearly Closing 10/11/2026 23:59

Welcome to Public Health Wales, the national public health organisation for Wales

Our vision is Working to achieve a healthier future for Wales

Important Note for vacancies offered on a fixed-term or secondment basis. Individuals who hold permanent (substantive) employment within the NHS may only be appointed via secondment. Approval for a secondment must be obtained from your current line manager prior to submitting an application.

Job overview

This role is situated within the Microbiology Administration Team, University Hospital off Wales. The post-holder will lime manage a team of admin staff who are based at UHW and UHL sites. The post-holder will provide support to the South East Region to deliver a high-quality service, promoting excellent customer service and effective working relationships. This is a non-patient facing role and is an on-site role based at the University Hospital of Wales.

The post holder is required to liaise with colleagues across Public Health Wales and partner organisations, work to deadlines and ensure professional standards are maintained. The post holder will be expected to perform duties consistent with training, skills and experience, being appropriately responsive to pressures or changes in workload supporting clinical and scientific laboratory staff.

Main duties of the job

The post holder will carry out administrative duties including managing the admin team, call handling, manage ad hoc facility issues, data entry, PA duties and minute taking. Training will be provided.Further information is available within the JD.

There may be requirement to provide cover at other sites within SE Region.

Working for our organisation

We are Public Health Wales – the national public health organisation in Wales. Our purpose is ‘Working together for a healthier Wales'. We exist to help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.

Our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.

We are guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part time roles and job sharing.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Please ensure you check your eligibility for visa sponsorship and confirm that you meet the relevant UK visa requirements before submitting your application.

Only candidates who are shortlisted are eligible for informal visit to site.

Qualifications / Experience

• Degree or equivalent qualification or has equivalent experience
• Experience of leading a team
• Experience of working in NHS / Healthcare system
• Excellent knowledge of Microsoft Office Suite
• Experience of dealing with, and recording confidential and sensitive data
• Experience of dealing with HR issues

Skills

• Minute taking experience
• Ability to prioritise workload and effectively manage urgent ad hoc tasks
• Experience of using NHS systems e.g. Oracle, ESR, LIMS, payroll etc
• Ability to work in a busy environment
• Familiarity with medical/scientific practices and terminology

Personal Attributes

• Remains calm during stressful and unpredictable workload
• Able to motivate a team
• Able to be team player and supervise and train others

Public Health Wales, reserves the right to close this vacancy early. We therefore encourage early applications.

Priority is given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.

If you have a disability and have any particular requirements to enable you to participate in the application process, please contact [e-mail]

IMPORTANT NOTE FOR APPLICANTS: Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job.

Using a generic application or automated AI application services, such as Lazy Apply or AI Apply, does not usually provide enough personal evidence of your skills and experience relevant to the role. This can make it difficult for us to assess your suitability and will reduce your chances of being shortlisted.

To ensure your application is given full consideration, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert, providing clear evidence and examples to demonstrate how you meet each requirement.

Visa Sponsorship Eligibility

• If you require sponsorship under the Skilled Worker or Health and Care Visa routes, please ensure you self‑assess your eligibility for sponsorship for this role before applying.

If you are successful and short listed for interview you will be contacted by email using the address with which you registered. Please ensure you check your email account regularly.

We are committed to fair, transparent recruitment and believe in equality of opportunity in our workplace and will not tolerate discrimination on grounds of age, disability, gender identity, religion or belief, race or nationality, marriage or civil partnership status, sex, sexual orientation, working pattern, caring responsibilities, trade union activity or political beliefs – or on any other grounds. We welcome applications from individuals seeking flexible working arrangements.

The salary scale shown is for a full-time member of staff, with the amount being adjusted pro rata for those working less than 37.5 hours per week.

In general, anyone joining our Trust who has not previously worked in the NHS will, by default, start on the first point of the advertised pay band. Pay progression will then be determined by annual Performance and Development Reviews in accordance with the NHS Wales Pay Progression Policy .An application for Incremental Credit may be considered, but can only be awarded based on evidenced, reckonable service and/or equivalent, relevant experience.