Programme Administrative Assistant

NHS; Pontypridd; On-site; GBP 24,000 - 28,000; Full time

Job summary

NHS Wales Joint Commissioning Committee seeks a Programme Administrative Assistant. In this role, you will support various administrative functions for project management and contribute to quality program delivery. Ideal candidates should possess a Vocational Level 3 qualification and demonstrate key skills such as organisation and attention to detail. Join a dedicated team making a difference in health services across Wales.

Qualifications

• Knowledge of programme and project administrative procedures.
• Experience of office processes and procedures.
• Good understanding of Health Care/Business Management.

Responsibilities

• Provide clerical and administrative duties for Joint Commissioning Committee.
• Perform administrative tasks like data input and document management.
• Manage diaries, book rooms, and compose routine letters/documents.

Skills

Communication

Organisation

Attention to detail

Education

Vocational Level 3 or equivalent

Qualification in Customer Care

Tools

Microsoft Office

Job description

Go back Cwm Taf Morgannwg University Health Board

Programme Administrative Assistant

The closing date is 23 June 2025

Join Our Team at NHS Wales Joint Commissioning Committee

Following the establishment of the NHS Wales Joint Commissioning Committee (NWJCC) on 1st April 2024 and a recent organisational restructure, we are seeking a Programme Administrative Assistant to support our journey as a newly formed organisation.

The NWJCC is a joint committee of the seven health boards in Wales, with a Chair and Lay Members. We support collaborative commissioning across Wales, with around 120 staff based in Mold and Nantgarw/Treforest.

Our mission to be The Centre of Excellence for Collaborative Commissioning, improving health and care outcomes across Wales. We commission around 220 services, from NHS 111 and ambulance services to specialised rare disease services, and mental health, operating a £1.14bn budget.

In this role, you will join a supportive, inclusive team, working with NHS Wales, Welsh Government, and UK provider organisations. We are seeking individuals who reflect our values of respect, trust, collaboration, and excellence--those who put patients and quality at the centre of everything they do.

If you're passionate about improving lives and want to be part of a forward-thinking, ambitious team, we'd love to hear from you.

Main duties of the job

The post holder will provide clerical and administrative duties to support the Joint Commissioning Committee (JCC) Commissioning Programmes and Projects.

The post holder will provide a comprehensive administrative and operational support function to the Programme and Project Management Office to ensure its smooth day-to-day management and contributing to the delivery of high quality programmes and projects.

About us

Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

We live by our core values:

• We listen, learn and improve
• We treat everyone with respect
• We all work together as one team

We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.

Job responsibilities

The post holder will :

Provide support to the Planning and PMO team ensure successful delivery of all aspects of planning and project/programme management.

Perform administrative tasks including accurate data input and accurate archiving of programme and project documentation in line with Data Protection/GDPR and Organisational Policy.

Communicate complicated administrative information to internal and external contacts and staff from other organisations.

Demonstrate the ability to communicate with individuals in an appropriate manner where barriers may exist with tact and diplomacy.

Use a range of verbal and non-verbal communication techniques to exchange information with programme and project audience, providing reassurance when required.

Co-ordinate and collate information across the JCC to enable support to the planning and project/programme management team.

Exercise judgement when dealing with routine queries, analysing information to resolve problems for programme and project delivery and service users and implements procedures guided by standard operating practices e.g. diary commitments, meeting schedules, and then relaying messages and passing on written and verbal information in a timely manner ensuring accurate information is exchanged.

Demonstrate an understanding and commitment to working within own competency, seeking advice, and guidance or support as necessary.

Follow existing policies and procedures; may comment on proposals for policies and procedures in own area.

Provide comprehensive administrative and secretarial support to the Planning and PMO team, supporting specific programmes of work where required. This may include managing diaries, booking room schedules, composing routine letters, memos and e-mails on daily basis, making full use of available technology to support programme and project delivery.

Help to create and maintain a proactive learning environment for all staff.

Contribute to the daily administrative operations of the PMO training programme by maintaining and storing programmes and projects records such as maintaining the database, plans as required as part of programme and project delivery schemes.

Take, transcribe and disseminate formal minutes/action notes as required, also utilising new technology to support this i.e. Co-Pilot.

Contribute to the daily administrative organisation of the planning and programmes/projects team, supporting the successful delivery of a range of projects and programmes across the JCC.

Co-ordinating programme and project activities as required.

Demonstrate administrative and secretarial duties to new starters or less experienced staff.

Participate in the maintenance of the Programme and Project portfolio.

Maintain own personal and professional development in accordance with local/national requirements, attending all mandatory study and training sessions as required.

Undertake surveys or participate in occasional audits or research, as necessary to own role by assisting in collection of information upon request.

Hold personal duty of care for any equipment used to undertake the role.

Order and maintain office supplies, and stationery for the team.

Be an effective team member, plan and prioritise own workload.

Work independently, arranging own workload in accordance with organisational policies and procedures.

Person Specification

Qualifications and/or Knowledge

• Knowledge of programme and project administrative procedures and systems, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3, or possess equivalent demonstrable skills, knowledge and experience.
• Knowledge of office practices and ability to establish new processes.
• A good understanding of Health Care/Business Management.
• Knowledge and understanding of confidentiality and data protection, and health and safety regulations.
• Qualification in Customer Care.

Experience

• Experience of office processes and procedures.
• Experience of dealing with general public/customers.
• Experience of using databases to record information.
• Previous NHS experience.

Aptitude and Abilities

• Fully conversant with all Microsoft Office software e.g. Word, Excel, Outlook and PowerPoint.
• Well-developed communication and customer care skills.
• Good organisational and time management skills.
• Accuracy and attention to detail, ability to solve problems.
• Ability to prioritise work and identify urgent requirements, adjusting and re-prioritising as necessary.
• Ability to speak Welsh.

Personal Qualities

• Highly self-motivated.
• Display exemplary personal and professional standards of behaviour and integrity at all times.
• Application of the highest standards of honesty and integrity at all times.
• Demonstrate a professional approach to all situations.
• Able to earn respect and deal with a diverse range of stakeholders.
• Belief in the NHS and its ability to succeed.
• Ability to work to deadlines

Other

• Ability to travel between sites in a timely manner if needed.
• Able to undertake the duties of the role.
• Welsh Speaker (Level 1) or willingness to work towards achieving this level.

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.

Cwm Taf Morgannwg University Health Board