Personal Assistant / Senior Administrator
Welcome to Public Health Wales, the national public health organisation for Wales
Our vision is Working to achieve a healthier future for Wales
To find out more visit Public Health Wales and watch this video about our Strategic Plan
Working together, with trust and respect, to make a difference
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Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English. To support our all Wales service, we particularly welcome applications from Welsh speakers.
Job overview
THIS POST IS FIXED TERM/SECONDMENT FOR 12 MONTHS DUE TO FUNDING.
IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST.
A great opportunity has arisen for an experienced and proactive personal assistant to join an innovative and dynamic team in the Policy & International Health Directorate within Public Health Wales.
The successful candidate will be required to provide comprehensive and confidential PA support to the Consultant in Public Health and Programme Director of the Behavioural Science Unit (BSU) and administrative support to the wider BSU Team.
The post holder is required to provide an effective and professional service by communicating with other directorates, divisions and stakeholders, both internally and externally and will be required to produce work to deadlines whilst ensuring compliance with Public Health Wales policies.
In return, we offer great benefits including hybrid and flexible working, a fantastic NHS pension, excellent annual leave, cycle to work and car lease schemes, childcare voucher schemes, plus many more. Public Health Wales works to achieve a healthier future for the people in Wales.If you are enthusiastic and motivated and want to make a difference to the people in Wales, then this is an exciting opportunity for you to join our highly talented, cross-functional, dynamic and friendly team.
Main duties of the job
This is a key role in the effective running of a fast-paced team with lots of opportunities for development. Knowledge and experience is required in a range of personal assistant and office responsibilities, including; diary management, high level PA support and inbox management, with project support as and when required. Other duties of the role include:
- Attend meeting to take and transcribe informal and formal minutes, ensure production of minutes and onward distribution in agreed timescales.
- Manage the preparation and distribution of agendas and papers for internal and external meetings/events/conferences etc.
- Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover as and when required
- Provide comprehensive project support to the team ensuring communication between directorates, divisions and stakeholders.
- Collate relevant information to ensure the designated individual(s) is prepared for any deadlines, meetings, presentations, talks, seminars, conferences and discussions.
- Monitor and manage relevant papers and documentation, using a brought forward system.
- Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venues, arranging equipment and refreshments, preparing packs and registering attendees.
Working for our organisation
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 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
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.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person specification
Qualifications
Essential criteria- NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English
- Good standard of general education.
Experience
Essential criteria- Demonstrable proven experience of working as a PA or equivalent.
- Experience of working in a Senior admin role or equivalent
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience or organising meetings and events
- Minute taking and recording
- High level of experience of inbox & diary management
- Experience of working autonomously.
Skills
Essential criteria- Advanced keyboard skills with the proven ability to produce reports, spreadsheets and correspondence.
Knowledge
Essential criteria- Working knowledge of MS Office Suite.
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
- Thorough understanding of secretarial procedures.
- Working knowledge of filing/data systems including records management.
The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2024/2025 and will be implemented in November 2024 backdated to 1st April 2024 where applicable.
Public Health Wales, reserves the right to close this vacancy early. We therefore encourage early applications.
Priority is given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.
If you have a disability and have any particular requirements to enable you to participate in the application process, please contact [email protected]
IMPORTANT NOTE FOR APPLICANTS: Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job. Using a generic application to apply for multiple roles or relying on automated AI application services, such as Lazy Apply or AI Apply, may not provide the necessary information, leading to your application being overlooked.To ensure your application is given full consideration, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert.
If you are successful and short listed for interview you will be contacted by email using the address with which you registered. Please ensure you check your email account regularly.
We are committed to fair, transparent recruitment and believe in equality of opportunity in our workplace and will not tolerate discrimination on grounds of age, disability, gender identity, religion or belief, race or nationality, marriage or civil partnership status, sex, sexual orientation, working pattern, caring responsibilities, trade union activity or political beliefs – or on any other grounds.We welcome applications from individuals seeking flexible working arrangements.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK.If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
The salary scale shown is for a full-time member of staff, with the amount being adjusted pro rata for those working less than 37.5 hours per week.
In general, anyone joining our Trust who has not previously worked in the NHS will, by default, start on the first point of the advertised pay band. Pay progression will then be determined by annual Performance and Development Reviews in accordance with the NHS Wales Pay Progression Policy.An application for Incremental Credit may be considered, but can only be awarded based on evidenced, reckonable service and/or equivalent, relevant experience.