About this role
Job summary
An excellent opportunity has arisen to work for the Health Protection Team in Public Health Wales in Cardiff.
Looking for an enthusiastic and motivated individual for the post of Administration and Resource/Notification Officer. The post holder will be expected to adopt a flexible approach when the needs of the service require (i.e. during an outbreak/incident scenario) and demonstrate an ability to effectively manage and re-prioritise their workload.
The ability to speak Welsh at Level 3 or above is essential for this role.
Must be able to attend the office on a regular basis.
Main duties of the job
To provide comprehensive administrative and clerical support as part of the Public Health Wales Health Protection Service. This includes taking notifications via the telephone, inbox management, supporting the coordination and dissemination of resources, inbox management as well as organising meetings and taking concise, clear minutes.
Being the first point of contact for the All Wales Acute Response Service (AWARe), taking notifications via the telephone of an often complex nature and accurately recording them onto a national case and incident management system.
The post holder will be required to manage the telephony system, respond to calls confidently, liaising with our stakeholders, directing queries and recording details appropriately and in accordance with data protection regulations. Other key responsibilities includeorganising meetings and taking concise, clear minutes.
This is a key role in supporting effective service provision.
About us
We are Public Health Wales - the national public health agency in Wales. Our purpose is 'Working together for a healthier Wales'. We exist to help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.
We are guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part time roles and job sharing.
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 visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description Job responsibilities
1. Communication and relationship skills: Provide and receive routine information orally, in writing and electronically to informwork colleagues, the public and external organisations using tact and persuasive skillswhen necessary i.e. when dealing with angry/upset members of the public in the eventof an emergency/outbreak etc. Work as part of the administrative team, ensuring effective communication betweendepartments and providing information and advice in a timely manner. Provide an effective and professional service when liaising with colleagues, stakeholdersand the public. Meet and greet visitors in a professional and polite manner, ensuring adherence tooffice protocol. Manage the telephony system, direct telephone calls appropriately and relay messagesaccurately and in a timely fashion (calls may be confidential and sensitive and be from arange of internal/external individuals and organisations). Setting up, managing and maintaining filing systems, ensuring that information isappropriately and securely stored, filed and retrievable whilst adhering to informationgovernance guidelines to protect personal information. Deal with personal emails and take action on delegated emails at managers request andsupervision.2. Knowledge, training and experience Word processing to RSA III, NVQ Level 3 or relevant equivalent experience. Good understanding and knowledge of a full range of administrative procedures andorganisational procedures. Provide a comprehensive, accurate secretarial/word processing service, includingdrafting standard letters, editing and formatting reports ensuring a high standard ofpresentation. Experience and knowledge in the use of MS Office Suite. Experience in the use of information systems. Respond to enquiries from service users to provide information in line with agreedprotocols and procedures. Proven organisational and time management skills. Provide administrative support in the event of an outbreak/ emergency situation3. Analytical and judgemental skills: Make judgements involving straightforward job-related facts or situations, such aschoosing and booking appropriate venues based on requirements and in line withagreed policies and procedures, conflicting diary appointments and schedules. Prioritise own work and complete work to agreed deadlines. Provide a diary management service with the ability to resolve conflicting diaryappointments and schedules. Provide support to business and project processes. 4. Planning and organisational skills: Provide support to staff within the team/office. Manage own workload and activities, including emails. 2 Organise and support the planning of meetings, events and conferences; includingbooking venues and taking formal minutes, arranging equipment, preparingpapers/documentation, registering delegates and arranging refreshments. Setting up, managing and maintaining office systems, including paper and electronicfiles, ensuring that information is appropriately and securely stored, filed andretrievable. Organise and process hotel and travel arrangements on request. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holderin order to provide cover. Liaise and support the organisation and coordination of services, such as themaintenance and facilities. Prepare and distribute documents and papers as required. Support the coordination and dissemination of resources. Manage internal and external post, including sorting and arranging collection whennecessary. 5. Physical skills: Advanced keyboard skills and knowledge of telephony systems and general officeequipment. 6. Responsibility for patient/client care: The post holder may have incidental contact with service users and clients and will beexpected to signpost/direct to the appropriate person/department The post holder may assist with members of the public/external organisations e.g. in theevent of an outbreak, emergency situation or at attendance of events/externallocations. 7. Responsibility for policy/service development implementation: Follow policies and procedures in own role which are determined by systems within theteam and Public Health Wales corporate systems Contribute and assist with the development of new systems and processes as part of thedevelopment of quality standards within the team Contribute to team meetings 8. Responsibility for financial and physical resources: Process requisitions for the team in accordance with Public Health Wales finance policiesand procedures. Process petty cash requests following organisational procedures Process orders of resources and supplies via the procurement systems Process credit card requests within the scope of organisational policy and procedures Assist in the maintenance of materials and equipment stock Provide budget monitoring support, including recharging and processing of invoices Prepare paycards for authorisation 9. Responsibility for human resources: 3 Provide support to the management of personnel procedures, including the recordingof annual leave, study leave requests and high-cost study requests Recording of authorised special leave/sickness absence as requested Participate in self-development to continually improve performance and undertakedevelopment activities that are identified Provide support to the induction process Support in the training of new staff on systems and procedures within the office Collate paycard information for authorisation 10. Responsibility for information resources: Responsible for the entry and storage of data compiled by others (electronic and hardcopies). Use a variety of IT applications to promote the smooth running of the department andprojects. Take and transcribe formal minutes of meetings. Ensure security of records in line with the Data Protection Act. Ensure compliance with information governance policies and procedures. 11. Responsibility for research and development: Administration support to those undertaking research, such as requesting information Participate in the preparation and administration of audit information for own work Involvement in the arranging and recording of equipment required to be tested 12. Freedom to act: Required to prioritise their work and to work on their own initiative, managing ownworkload and deadlines, seeking advice as necessary Guided by standard procedures, good practice and understands the standards andresults that are to be achieved 13. Physical effort: Required to use a computer and office equipment on a daily basis There is a frequent requirement for sitting and standing in a restricted position and maybe required to exert light physical effort for short periods of time i.e. resourceequipment etc. 14. Mental effort: Required to concentrate for frequent periods of time where work pattern is predictable,with the ability to deal with unforeseen interruption 15. Emotional effort: Exposure to distressing or emotional circumstances is rare 16. Working conditions: The post holder will work in office conditions The post holder may be required to travel to meetings Required to use Visual Display Unit on most days
Person Specification
Qualifications Essential
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
Desirable
ECDL
Experience Essential
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
Desirable
Working in an NHS environment Administering finance systems, e.g. requisitions, budget monitoring
SKILLS Essential
Ability to speak Welsh at Level 3 or above Ability to work on own initiative and manage own workload Able to manage multiple 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
Desirable
Knowledge of Public Health Wales
OTHER Essential
Willingness and ability to travel between sites
Desirable
Ability to carry resources
PERSONAL ATTRIBUTES Essential
Ability to work to deadlines and under pressY gallu i weithio o fewn amseroedd cwblhau ac o dan bwysauure Able to work within a team Ability to work on own initiative Good time management
Desirable
Continued personal development
KNOWLEDGE Essential
Working 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
Desirable
Knowledge of Public Health Wales
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Public Health Wales
Address CQ2,Cardiff
Childrens Annex, Brecon War Memorial Hospital / Ynys Y Plant, Newtown
Cardiff
CF10 5BZ
United Kingdom
Employer's website https://phw.nhs.wales/ (Opens in a new tab)