Management Team Assistant and Receptionist

Integrated Care System; Cardiff; On-site; GBP 25,000 - 30,000; Full time

Job summary

Integrated Care System is seeking a Management Team Assistant and Receptionist to support the Public Health Wales Screening Centre. This role involves reception duties, administrative tasks, and requires fluency in Welsh. Candidates should possess excellent organisational and interpersonal skills, and energy to work under pressure.

Qualifications

• Fluent Welsh speaker is essential.
• Experience in administration under tight deadlines required.
• Previous experience in an NHS environment preferred.

Responsibilities

• Covering reception duties and meeting participants.
• Providing administrative support to management.
• Handling queries and operational contact for clinic provision.

Skills

Interpersonal Skills

Communication Skills

Organisational Skills

Microsoft Office Skills

Fluent Welsh Speaker

Education

GCSE including Maths and English or equivalent

NVQ level 3 in Business Administration or Customer Care or equivalent

Job description

Management Team Assistant and Receptionist

Diabetic Eye Screening Wales (DESW) provides a screening service for the early detection of diabetes related eye disease (diabetic retinopathy), helping to save the eyesight of the population that we screen.

DESW is pleased to be offering an exciting opportunity to join our newly established Public Health Wales (PHW) Screening Centre in Cardiff. We are looking for a highly motivated and reliable individual to work supporting our management team and to cover reception duties at the Centre where three screening programmes regularly hold their clinics.

This post-holder will be motivated and committed to support the wider screening teams on-site in Kimberly House, with a pleasant manner and confidence when dealing with members of the public. In addition to being responsible for meeting and greeting participants as they arrive for their appointments, this role will be required to support members of the wider DESW management team with general administration tasks.

Main duties of the job

This is a busy and varied role, which requires the ability to deal with a wide range of tasks and deadlines. We are looking for an individual who has energy, enthusiasm and commitment, good interpersonal skills, and the confidence to deal with a wide range of matters with diplomacy and, at times, urgency.

Duties include:

Working full time covering reception in busy PHW Screening Centre, meeting and greeting participants, dealing with queries and support screening staff.

Providing a comprehensive administrative support service to the Management Team in relation to operational and clinical delivery of the DESW screening Programme including drafting letters, writing up of minutes from meeting recordings, preparing agendas.

Acting as operational contact point for the building, ensuring that issues impacting on high quality clinic provision are addressed and escalated as required.If you are a person who prides yourself on your communication and organisational skills, your ability to prioritise workload and to work cohesively as part of a wider team, then we'd love to hear from you.

The ability to speak and write in Welsh is essential for this post.

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

This post may require some evening and weekend working.

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.

Person Specification

Qualifications

• GCSE including Maths and English or equivalent.
• NVQ level 3 in Business Administration or Customer Care or equivalent.

Experience

• Demonstratable, proven personal administration experience
• Experience of working to tight deadlines
• Experience of working in multi-disciplinary teams
• Experience of working with computers
• Experience in diary management
• Experience of working in an NHS environment
• Experience of quality systems

Skills

• Fluent Welsh Speaker
• Excellent inter-personal and communication skills
• Excellent organisational skills
• Good interpersonal and communication skills
• Excellent IT skills, Knowledge of Microsoft computer packages including -Word, Excel and PowerPoint and Publisher
• Experience of extracting data from databases
• Ability to prioritise workloads and use own initiative.
• Ability to work as part of a team

Knowledge

• Basic understanding of diabetic eye screening.
• Experience of the All-Wales Screening Division and its structure within Public Health Wales Failsafe/Audit /Quality improvement methodologies

Personal Attributes

• Committed to quality
• Confident
• Reliable
• Flexible but able to work within policies and procedures when required
• Excellent attention to detail
• Ability to work under pressure, maintain concentration whilst dealing with interruptions

Other

• Ability to travel to other locations across Wales as and when requested.

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.

Public Health Wales Screening Centre, Kimberly House

Public Health Wales Screening Centre, Kimberly House