ID 3110
The Welsh Government operates name-free recruitment. The recruiting panel will not see personal information such as a candidate's name and address during the sifting process. This policy is in line with our commitment to end bias and promote equality and diversity.
Vacancy details
Vacancy title
HIW Administration Assistant
Closing date
14/10/2025, 16:00
Advertising basis
Permanent
Actual starting salary
£24,421
Salary range or pay band
Team Support £24,421 to £28,246
Allowances
No
Work pattern
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Group
Corporate Services and Inspectorates
Directorate
Healthcare Inspectorate Wales
Branch
Healthcare Inspectorate Wales
Location (s)
Cardiff, South East Wales
Main office base
Cathays, Cardiff
Purpose of post
To provide administrative support to a dedicated team within HIW
To provide administrative support, when called upon, across HIW.
This role provides vital administrative support to a dedicated team within Healthcare Inspectorate Wales (HIW), contributing directly to the delivery of our inspection and regulatory functions. You will play a key part in ensuring our processes run smoothly and efficiently, helping us uphold high standards in healthcare across Wales.
As part of a dynamic and supportive environment, you'll have the opportunity to work across different areas of HIW, gaining insight into our operations and developing a broad range of skills.
This is a varied and rewarding role, ideal for someone who is organised, proactive, and keen to make a meaningful contribution to public service.
Key tasks
Post-specific tasks could include, but are not limited to:
* Inspection Support: Assist Healthcare Inspectors with inspection logistics including sending letters, booking reviewers, arranging travel and accommodation, and coordinating pre-visit activities.
* Reviewer Coordination: Manage recruitment and engagement of Peer and Patient Experience Reviewers, including maintaining records, supporting campaigns, and organising training and induction sessions.
* Meeting and Event Administration: Provide secretariat support for team meetings, methodology updates, and training/workshop events—handling agendas, papers, minutes, and follow-up actions.
* Systems and Records Management: Maintain accurate databases and records on platforms such as iShare and Objective Connect; monitor the Methodology mailbox and update logs and surveys.
* Regulatory and Finance Liaison: Handle registration and regulation enquiries, coordinate IR(ME)R notifications, liaise with Finance to set up accounts and raise invoices, and conduct initial DBS checks.
* Methodology Team Support: Act as first point of contact for the Methodology team, support CRM and e-Inspections, monitor updates to guidance and legislation, and produce hard copy workbooks as needed.
* Process Administration: Provide administrative support for investigative site visits, concerns processes, Regulation 30/31, and escalation/enforcement cases.
Common tasks
* To keep the team's files and databases up to date
* To assist in tasks such as booking venues and overnight accommodation, printing and collating papers, corresponding with internal & external stakeholders both verbally and electronically, taking notes, writing minutes and monitoring progress of actions
* To undertake general administrative duties such as photocopying, filing, scanning and answering the telephone.
* To undertake ad hoc tasks as and when required.
* To uphold HIW's mission, purpose, role and values.
Development opportunities
The role will provide good experience and transferable skills in terms of work management and administrative systems.
This role offers a valuable opportunity to gain experience in a fast-paced public sector environment, supporting key regulatory and inspection functions. You will develop transferable skills in:
* Work management and prioritisation
* Use of administrative systems and databases
* Stakeholder engagement and communication
* Event and meeting coordination
* Regulatory and financial processes
* Cross-team collaboration within a national organisation
These experiences will support your professional growth and could open up further opportunities within HIW and the wider Welsh Government.
Other vacancy related information
* A reserve list may be held for this opportunity. Any candidate who is successful in being offered a reserve status, will remain on the reserve list for 12 months.
* In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Communicating and influencing. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
* The successful candidates will be expected to attend the Merthyr office once per week.
Vetting level
Enhanced
Number of posts
4
Contact point for further information regarding the post