Job summary
- Main area
- Emergency Planning Team
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Hybrid home/ office working)
- Job ref
- 028-AC289-0824
- Employer
- Public Health Wales NHS Trust
- Employer type
- NHS
- Site
- 1st Floor River House
- Town
- Gwaelod- y- Garth, Cardiff
- Salary
- £25,524 - £28,010 per annum
- Salary period
- Yearly
- Closing
- 02/09/2024 23:59
Employer heading
![Public Health Wales NHS Trust logo](https://static.trac.jobs/employer-logos/200.png)
PA/Senior Administration Officer to Emergency Planning Team
Band 4
Welcome to the NHS Wales Executive, a new national support function, operational from 1 April 2023
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.
To find out more visit NHS Wales Executive.
Our values
Working together, with trust and respect, to make a difference
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 is a key supporting role to the Emergency Planning Team that sits within the NHS Executive, Networks and Planning Directorate.
The post-holder will be responsible for the provision of comprehensive, confidential, administrative, clerical and business support to the Emergency Planning Team.
Due to the nature of some of the documentation that the post-holder will have access to, the successful candidate will need to be prepared to go through and be cleared to SC (Security Check) level. Further details will be discussed at interview.
To be considered for this role, you will have proven experience in the following:
· Providing PA support or equivalent.
· Competent diary management and minute taking which is a key part of the role.
· Ability to demonstrate attention to detail.
· Have excellent personal and interpersonal skills (both verbal and written) and be able to engage with stakeholders at all levels across Wales.
The post holder will participate in providing cross-cover support for fellow team members at times of sickness and annual leave. They will provide appropriate support and advice by sharing knowledge with other administration staff and senior managers as required.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
To work in the Emergency Planning team, supporting the development, delivery and evaluation of projects. The post-holder will be responsible for the provision of comprehensive, confidential administrative, clerical and business support as part of Networks and Planning administrative resource.
The post holder is required to communicate and liaise with directorates, divisions and stakeholders, produce work to deadlines whilst ensuring compliance with organisational policies.
This is a key supporting role to the effective running of the team, contributing to the co-ordination and delegation of work ensuring consistency with the agreed work plan.
This will include supporting and leading on the delivery of training and exercising across NHS Wales and multi-agency partners.
The post-holder will develop specialist knowledge to support in the delivery of the NHS Executives Emergency Planning work plan.
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
· Provide comprehensive administrative support to the Emergency Planning team ensuring communication between directorates, divisions and stakeholders
· Provide information and advice in a timely manner
· Provision of an effective and professional Emergency Planning service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
· Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources
· Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
· Liaise and negotiates with staff and project teams to support the efficient running of Emergency Planning projects and business functions
· Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English
· Good working knowledge and experience in the management of business, secretarial and office procedures some of which are non-routine
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
- The post holder will require RSA III/NVQ Level 3 or equivalent level of experience, together with a high level of numeracy, written and spoken English.
Desirable criteria
- Advanced ECDL.
Experience
Essential criteria
- Demonstrable experience in an administrative role.
- Previous experience of working with financial systems and/or purchasing of goods or equipment.
- Previous experience of dealing with customers, clients and/or members of the public.
- Experience of project support work.
- Experience of communicating at all levels.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of transcribing and minute taking.
- Working experience of Microsoft Office Suite.
Desirable criteria
- Budget monitoring.
- Supervisory experience working in an NHS environment.
- Experience of working as part of a multi-agency team.
- Experience of working in Emergency and Business Continuity planning.
Skills
Essential criteria
- Ability to work on own initiative and manage own workload.
- Advanced keyboard skills.
- Good communication skills.
- Good organisational skills
Desirable criteria
- 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 records management.
Desirable criteria
- Knowledge of Public Health Wales.
- Knowledge of Emergency and Business Continuity planning.
Other
Essential criteria
- Ability to work to deadlines and under pressure.
- Able to work within a team.
- Ability to work on own initiative.
- Respect confidentiality.
- Willingness to learn and develop skills.
- Flexible.
- Willingness and ability to travel between sites.
Desirable criteria
- Continuing Professional Development.
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Teri Harvey
- Job title
- Executive Support Manager
- Email address
- [email protected]
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