Personal Assistant - Senior Administrator and Resource Officer
THIS POST IS A FIXED-TERM CONTRACT FOR 12 MONTHS, DUE TO FUNDING, WITH THE POSSIBILITY OF EXTENSION OR PERMANENCY..
An excellent opportunity has arisen for an experienced, organised and proactive Personal Assistant to join the Communications Directorate within Public Health Wales.
The post holder will provide high-quality, confidential PA support to the Head of Communications and Stakeholder Engagement, alongside senior administrative support to the Deputy Head of Communications and the wider Communications senior leadership team. The role is central to the effective coordination of diaries, meetings, correspondence and priorities, enabling senior leaders to focus on strategic delivery.
Working closely with colleagues and a wide range of stakeholders, the successful candidate will deliver a professional, responsive and efficient service. Strong organisational skills, the ability to manage competing priorities and sound judgement are essential.
Public Health Wales offers a supportive, inclusive working environment with a range of benefits, including flexible working, an NHS pension scheme and generous annual leave. This is a great opportunity to join a friendly, skilled Communications team and make a meaningful contribution.
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:
To proactively manage complex diaries, meetings and competing priorities in a fast-paced environment.
To organise, service and support meetings, including agenda preparation, minute taking, action tracking and follow-up.
To act as a professional first point of contact for internal and external stakeholders.
To support effective governance, information management and record keeping.
To provide proactive project and coordination support to key communications activities and events.
To contribute to continuous service improvement through the maintenance and development of efficient administrative systems and processes.
To work flexibly and collaboratively across the Communications Directorate to support service priorities.
About us
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 visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job 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 & Knowledge
* Sound knowledge of administrative and PA procedures within a busy office environment. Working knowledge of Microsoft 365 applications (Outlook, Word, Excel, Teams, SharePoint). Understanding of the importance of confidentiality, information governance and data protection.
* Educated to NVQ Level 3 / Level 4 in Business Administration (or equivalent relevant experience).
Experience
* Experience providing effective and organised administrative or PA support to senior managers or leaders. Proven experience of diary management, coordinating meetings and managing competing priorities. Experience of preparing agendas, taking minutes and tracking actions. Experience working in a fast paced, deadline driven environment. Experience handling sensitive and confidential information appropriately.
* Experience working within the NHS or wider public sector. Experience using a range of administrative tools and systems, including Trac, Oracle, MS Suite. Experience contributing to service improvement or process redesign.
Skills and Attributes
* Excellent organisational and time management skills, with the ability to prioritise workloads autonomously. Strong written and verbal communication skills, including professional stakeholder interaction. High level of attention to detail and accuracy. Ability to work independently, using initiative to anticipate and resolve issues. Strong IT skills and confidence using digital systems and trackers. Ability to maintain professionalism, discretion and confidentiality at all times. Flexible approach, adaptable and able to respond positively to changing demands.
* Confident minute taking and action tracking skills at senior level meetings. Ability to influence, negotiate and manage expectations with stakeholders. Experience mentoring or supporting colleagues informally.
Other
* Ability to work flexibly to meet service needs. Commitment to continuous professional development. Demonstrates behaviours aligned with NHS Wales values. Comfortable with hybrid working. Welsh language skills to level 1.
* Welsh language skills to level 3, or willingness to learn. Ability to travel to locations across Wales on occasion.
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.
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