[ref. j82080300] Administration Officer
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.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Job overview
An exciting opportunity has arisen for an individual to join the Healthcare Associated Infection, Antimicrobial Resistance & Prescribing Programme (HARP) Team within the Health Protection division of Public Health Wales NHS Trust, based at Capital Quarter 2, Cardiff.A blended approach to working, from home and the office is being offered.
We are looking for a highly motivated and reliable Administration Officer who has energy, enthusiasm and commitment, excellent interpersonal skills and the confidence to deal with a wide range of matters with sensitivity and diplomacy.
The successful candidate will build and maintain strong working relationships with admin and clinical colleagues within HARP, the wider Health Protection Programmes, and key internal and external stakeholders. They will work with minimal supervision, demonstrating flexibility and adaptability as part of a multi-disciplinary team.
This role will primarily support and provide a wide range of effective and comprehensive administration duties to both admin and clinical professionals working within the HARP programme, as well as supporting other teams as required.
If you are a person who prides yourself on your communication and organisation skills, your ability to prioritise workload and your ability to work cohesively as part of a wider team, then we’d love to hear from you.
Main duties of the job
The post holder is required to communicate across directorates providing comprehensive administrative and clerical support as part of the Public Health Wales HARP Programme. This includes inbox management, supporting the coordination and dissemination of resources, as well as organising meetings and taking concise, clear minutes.
This is a key enabling role in supporting the day-to-day workload of the HARP or other Programme workload.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Working for our organisation
Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales'. We play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across 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. We are an organisation that places ourselves at the heart of supporting people, communities, partners, and the Welsh Government in addressing these major challenges and providing solutions for action.
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.
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
Experience
Essential criteria- Demonstrable experience in an administrative role acting as first point of contact for enquiries
- Experience of communicating with all levels of professional staff
- Experience of dealing with confidential, sensitive data and appropriate maintenance and storage of records
- Experience of transcribing and minute taking
- Working experience of Microsoft Office Suite
- Working in an NHS environment
Skills
Essential criteria- Ability to work on own initiative and manage own workload
- Advanced keyboard skills
- Ability to work within a team and to take direction from senior team members
- Problem solving and fact finding
Knowledge
Essential criteria- Good knowledge of MS Office Suite (Excel, Outlook and Word)
- Awareness of policies and procedures relating to dealing with confidential data
- Thorough understanding of office procedures
- Working knowledge of filing/data systems including record management
- Knowledge of Public Health Wales
Personal Attributes
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
- Keen to learn and develop skills
- Continued Personal Development
Other
Essential criteria- Willingness and ability to travel between sites
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.