Admin Office Manager

Public Health Wales; Cardiff; On-site; GBP 33,000 - 40,000; Full time

Job summary

Public Health Wales is seeking an experienced administrator to line manage a team of admin staff 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.

The post holder will liaise with colleagues across Public Health Wales and partner organisations, work to deadlines and ensure professional standards are maintained.

Qualifications

• Degree or equivalent qualification or demonstrable equivalent experience.
• Experience leading a team in a healthcare or NHS setting.
• Experience working within NHS/Healthcare systems.
• Excellent knowledge of Microsoft Office Suite.
• Experience dealing with confidential and sensitive data.
• Experience dealing with HR issues.

Responsibilities

• Lead the admin team and manage day-to-day admin duties.
• Handle call management, data entry and minute taking.
• Provide cover for ad hoc facility issues and PA duties.

Skills

Minute taking

Prioritise workload

NHS systems

Microsoft Office

Data confidentiality

HR issues

Team leadership

Education

Degree or equivalent qualification

Tools

Oracle

ESR

LIMS

Payroll systems

Job description

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.

About us

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.

To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/

Job 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.

Person Specification

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

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.

£32,557 to £39,631 a yearper annum (pro rata if part time)