Senior Administrator

Job overview

An exciting opportunity has arisen for a motivated, enthusiastic, and experienced Senior Administrator to join the Strategic Programme for Mental Health within the NHS Wales Executive. This permanent, full-time role (37.5 hours per week) offers hybrid working and multiple base locations across Wales.

The Strategic Programme works with NHS Wales and partners to improve mental health services, driving better outcomes, access, and experiences for individuals and their carers. As part of our Business Support Team, you will play a vital role in delivering meaningful change.

In this role, you will provide high-quality administrative support to multi-disciplinary teams, manage deadlines and competing priorities, and oversee diary and time management. Strong organisational skills, attention to detail, and advanced computer proficiency are essential.

We are looking for someone with significant secretarial or administrative experience, excellent communication skills, and the ability to thrive in a dynamic environment. The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

This is a fantastic opportunity to develop your career while contributing to impactful projects in a supportive and flexible working environment.

To learn more, contact Kristy Rix at [email protected]. Apply today and help shape the future of mental health services in Wales!

Main duties of the job

As a Senior Administrator, you will take on a diverse and rewarding range of responsibilities that are vital to the success of the Strategic Programme for Mental Health. Your key duties will include:

Providing comprehensive administrative support, including efficient diary management, preparing agendas, taking, and transcribing minutes, and managing action logs to ensure smooth operations.

Overseeing database systems, ensuring requests are overseen within appropriate timescales (we provide full training to support you).

Communicating with a wide range of stakeholders, both within and outside the Strategic Programme, using tact, diplomacy, and professionalism to build strong working relationships.

Managing your own workload autonomously, prioritising tasks effectively, and supporting secretarial and administrative staff to meet departmental needs.

Resolving informal concerns by collaborating with relevant teams to find appropriate solutions, ensuring a smooth and effective resolution process.

Producing high-quality documentation, including confidential materials, using Microsoft Office tools with accuracy and attention to detail.

Ensuring data accuracy, overseeing data cleansing activities to maintain up-to-date and reliable information across the business team.

Working for our organisation

The NHS Executive works in partnership for and on behalf of Welsh Government, in and with the NHS in Wales and is hosted by Public Health Wales.

Our key purpose is to drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.

We do this by providing strong leadership and strategic direction – enabling, supporting, and directing NHS Wales to transform clinical services in line with national priorities and standards.

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

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

Detailed job description and main responsibilities

The ability to speak Welsh is desirable for this post; English and/or Welsh 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.

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.
• Experience of communicating with all levels of professional staff and the public.
• Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records.
• Experience of transcribing and minute taking.
• Working experience of Microsoft Office Suite and 365.

• Administering finance systems, e.g. requisitions, budget monitoring.
• Working in an NHS environment.
• Supervisory experience.

Skills

• Ability to work on own initiative and manage own workload.
• Able to manage diaries.
• Advanced keyboard skills.
• Good written and verbal communication skills.
• Good organisational skills.
• Ability to work within a team and to take direction from senior team members.
• Problem solving and fact finding.

• Ability to speak Welsh or willingness to learn.

Knowledge

• Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
• Thorough understanding of office procedures.
• Working knowledge of filing/data systems including record management.

• Knowledge of PHW/NHS Executive

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.
• Respect confidentiality.
• Keen to learn and develop skills.

• Continued Personal Development.

Other

• Willingness and ability to travel between sites.