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Senior Administration and Resource Officer (Web & Publications)

Band 4

Main area
Health Protection (Vaccine Preventable Disease Programme)
Grade
Band 4
Contract
Fixed term: 6 months (until 31/03/2023)
Hours
Full time - 37.5 hours per week
Job ref
028-AC329-0922
Site
TBC
Town
TBC
Salary
£23,949 - £26,282 Per annum
Salary period
Yearly
Closing
Today at 23:59
Interview date
13/10/2022

 

Welcome to Public Health Wales, the National Public Health Institute in Wales

Our vision is Working to achieve a healthier future for Wales

To find out more visit Public Health Wales and read about our Strategic Plan

Working together, with trust and respect, to make a difference

Follow us on Facebook, LinkedIn, Twitter and Instagram

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 6 MONTHS UNTIL 31/03/2023 DUE TO FUNDING

Welcome to Public Health Wales, the national public health agency in Wales. We exist to protect and improve health and wellbeing and reduce health inequalities for people in Wales. To find out more about us, please visit our homepage, read about our strategic plan or follow us on twitter. We welcome applications from people who share our values of working together, with trust and respect, to make a difference.

An exciting opportunity has arisen for an experienced Senior Administration and Resource Officer to join the successful Vaccine Preventable Disease Programme (VPDP) within the Health Protection Division, Public Health Wales.

We are looking for an enthusiastic, proactive and motivated individual to join and support our team.

Interview date: 13/10/2022

The Senior Administration and Resource Officer is a 6 month fixed-term position up until 31st March 2023, working 37.5 hours per week over 5 days.

Secondments will also be considered with approval from your line manager.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

 

 

Main duties of the job

This is a key supporting role to the effective running of this programme and the successful applicant will require good communication, planning and organisational skills.  In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Outlook, Word and Excel is required.

Duties will involve providing Senior Administration and Business requirements to the Project Management office and wider team in VPDP such taking and transcribe informal and formal minutes, using procurement systems, support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate, coordination and dissemination of resources; including leaflets, campaign material and education resources both for physical formats and digital/ online.

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' where 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.

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, the benefits we offer and guidance on the application process, please visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/

Detailed job description and main responsibilities

Duties will involve providing Senior Administration and Business requirements to the Project Management office and wider team in VPDP (Vaccine Preventable Disease Programme) such as taking and transcribe informal and formal minutes, using procurement systems, support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate, coordination and dissemination of resources; including leaflets, campaign material and education resources both for physical formats and digital/ online.

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 may include monitoring and reviewing admin staff within the team providing advice and support when necessary. The postholder will support the efficient delivery of a range of VPDP programmes. This is a key supporting role in the effective running of the team, which includes the management of resources as part of the core duties. The duties and responsibilities listed below are not intended to be exhaustive but are set out to indicate the main areas of activity currently expected.  The post holder will, therefore, be expected to adopt a flexible approach when the needs of the service require.

Person specification

Qualifications

Essential criteria
  • • Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English
Desirable criteria
  • • Advanced ECDL

Experience

Essential criteria
  • • Good working knowledge and experience in the management of business, secretarial and office procedures some of which are non routine
  • • Experience and knowledge in the use of MS Office Suite
  • • Experience in the management and maintenance of information systems
  • • Demonstrable proven organisational and time management skills
  • • Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
  • • Experience of transcribing and minute taking
Desirable criteria
  • Previous experience in Health Protection or an NHS environment
  • Budget monitoring
  • Supervisory experience

Knowledge

Essential criteria
  • • 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

Personal Attributes

Essential criteria
  • • Ability to work to deadlines and under pressure
  • • Willingness to learn and develop skills
  • • Good time management
  • • Willingness and ability to travel between sites
Desirable criteria
  • • Continuing Professional Development

Employer certification / accreditation badges

Armed Forces CovenantHappy to Talk Flexible WorkingMindful employer.  Being positive about mental health.Stop Smoking Wales is the NHS Smoking Cessation Service in WalesImproving working livesAge positiveCorporate Health StandardsDisability confident leaderCore principlesEmployer pledge demonstrating a commitment to change how we think and act about mental healthStep into healthPrentisiaethau Apprenticeships2022 Stonewall Top 100 Employer

Applicant requirements

Welsh language skills are desirable

Documents to download

Apply online now

Further details / informal visits contact

Name
Brett Wrightbrook
Job title
Production and Development Manager
Email address
Brett.Wrightbrook@wales.nhs.uk


Bronze CHS
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