Senior Programme Administrator
Job overview
An opportunity has arisen for a Senior Programme Administrator to join the River Business Unit, in NHS Executive.
This role is to provide comprehensive, confidential, and senior administrative, staff management, clerical and business support as part of Wales Executive River House Business Unit. The post holder is required to communicate and liaise with directorates, divisions, and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies.This is a key supporting role that will contribute to the effective supervisory and running of the programme teams, contributing to the co-ordinating, delegating of work and agreeing work plans.
We are looking to recruit a highly organised individual who is proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, Power Point and Word. It is vital that the successful candidate has advanced typing skills, excellent attention to detail and can cope well under pressure.Experience of minute taking and transcribing minutes is a part of the role and is therefore an essential criterion.
If you have the above skills and want to be part of a dynamic team who are supportive, friendly and fun, then this is the post for you. We would be delighted to receive applications from experienced personnel who are looking to develop their skills in an exciting role supporting the NHS Executive.
Main duties of the job- Provide and receive routine information orally, in writing and electronically to inform work colleagues, the public and external organisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public in the event of an emergency/outbreak etc
- Provide comprehensive administrative support to the team ensuring communication between directorates, divisions, and stakeholders
- Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
- Work as part of the programme teams, ensuring effective communication between the teams and departments and providing information and advice in a timely manner
- Provide an effective and professional service when liaising with colleagues, stakeholders and the public
- Meet and greet visitors in a professional and polite manner, in addition to organising the meet and greet schedule for the administrative team
- Setting up, managing, and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information
- Deal with personal emails and act on delegated emails at managers’ request.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
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
To provide comprehensive and confidential administrative and clerical support as part of NHS Wales Executive River House Business Unit. This includes; liaising and supporting the coordination of services, such as maintenance and facilities, support the dissemination and coordination of resources and organise and support the planning of meetings/events.The post holder is required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. This is a key supporting role to the effective running of the team, contributing to the co-ordinating and delegating of work ensuring consistency with the agreed work plan.
This includes monitoring, supervising and reviewing admin staff within the team providing advice and support when necessary.
Person specification
Qualifications
Essential criteria- 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
Essential criteria- 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
Essential criteria- 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
Essential criteria- Good knowledge of MS Office Suite.
- 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 Public Health Wales.
Personal Attributes (Demonstrable)
Essential criteria- 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
Essential criteria- Willingness and ability to travel between sites