Administration Officer

Integrated Care System; Cardiff; On-site; GBP 22,000 - 26,000; Full time

Job summary

An opportunity to provide vital administrative support within Public Health Wales, specifically for the Vaccine Preventable Disease Programme. As a key role in facilitating operations, you will handle essential tasks like organizing meetings, managing data, and supporting diverse teams. This position demands strong communication skills and proficiency in Microsoft Office, contributing to a healthier Wales.

Qualifications

• Experience in an administrative role, acting as first point of contact.
• Excellent communication skills with professional staff.
• Experienced in handling confidential data and records.

Responsibilities

• Manage workload including emails and internal communications.
• Organize meetings and support event planning.
• Maintain office systems and manage document storage.

Skills

Ability to work on own initiative

Advanced keyboard skills

Problem solving

Education

Word processing to RSA III/NVQ Level 3

Good standard of education

ECDL

Tools

Microsoft Office Suite

Job description

To provide comprehensive administrative and clerical support as part of Public Health Wales' Vaccine Preventable Disease Programme (VPDP), although ad-hoc cross-cover to other functions may be required at times.

The post holder is required to communicate and liaise with a range of staff and members of partner organisations, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key enabling role in supporting the day-to-day workload of the Division. The duties and responsibilities listed below are not intended to be exhaustive but are set out to indicate the main areas of activity expected. The post holder will, therefore, be expected to adopt a flexible approach when the needs of the service require.

Main duties of the job

Provide support to staff within the team/office.

Manage own workload and activities, including emails,internal and external post, including sorting and arranging collection when necessary

Organise and support the planning of meetings, events and conferences; including booking venues, taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments

Setting up, managing and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable

Organise and process hotel and travel arrangements on request, in accordance with relevant financial policies/procedures

Collate and process data

Carry out other administrative tasks that fall within the competencies of the post holder to provide cover

Prepare and distribute documents and papers as required and support the coordination and dissemination of resources

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 visithttps://phw.nhs.wales/careers/

For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/

Job responsibilities

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

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.

Please note we reserve the right to close the application process before the closing date if we receive a large number of candidates. If you are interested in this post, and wish to be considered, we advise that you submit your application as soon as possible

Person Specification

Qualifications

• Word processing to RSA III/NVQ Level 3 or equivalent level of experience
• Good standard of education together with a high level of numeracy, written and spoken English
• ECDL

Experience

• Demonstrable experience in an administrative role acting as first point of contact for enquiries
• Experience of communicating with all levels of professional staff
• Experience of dealing with confidential, sensitive data and appropriate maintenance and storage of records
• Experience of transcribing and minute taking
• Working experience of Microsoft Office Suite
• Working in an NHS environment

Skills

• Ability to work on own initiative and manage own workload
• Advanced keyboard skills
• Ability to work within a team and to take direction from senior team members
• Problem solving and fact finding

Knowledge

• Good knowledge of MS Office Suite
• Awareness of policies and procedures relating to dealing with confidential data
• Thorough understanding of office procedures
• Working knowledge of filing/data systems including record management
• Awareness of Public Health Wales

Personal Attributes

• Ability to work to deadlines and under pressure
• Able to work within a team
• Ability to work on own initiative
• Good time management
• Keen to learn and develop skills

Other

• Willingness and ability to travel between sites
• Ability to carry Resources

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.