Main area Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (This post may require some evening and weekend working.) Job ref 028-AC151-0625-W
Employer Public Health Wales NHS Trust Employer type NHS Site Public Health Wales Screening Centre, Rhos House Town Mountain Ash Salary £24,433 - £26,060 per annum Salary period Yearly Closing 03/07/2025 23:59
Management Team Assistant and Receptionist
Band 3
Welcome to Public Health Wales, the national public health organisation for Wales
Our vision is Working to achieve a healthier future for Wales
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.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Job overview
The ability to speak and write in Welsh is essential for this post.
Diabetic Eye Screening Wales (DESW) provides a screening service for the early detection of diabetes related eye disease (diabetic retinopathy), helping to save the eyesight of the population that we screen.
DESW is pleased to be offering an exciting opportunity to join our newly established Public Health Wales (PHW) Screening Centre in Mountain Ash. We are looking for a highly motivated and reliable individual to work supporting our management team and to cover reception duties at the Centre where three screening programmes regularly hold their clinics.
This post-holder will be motivated and committed to support the wider screening teams on-site in Kimberly House, with a pleasant manner and confidence when dealing with members of the public. In addition to being responsible for meeting and greeting participants as they arrive for their appointments, this role will be required to support members of the wider DESW management team with general administration tasks.
Main duties of the job
This is a busy and varied role, which requires the ability to deal with a wide range of tasks and deadlines. We are looking for an individual who has energy, enthusiasm and commitment, good interpersonal skills, and the confidence to deal with a wide range of matters with diplomacy and, at times, urgency.
Duties include:
Working full time covering reception in busy PHW Screening Centre, meeting and greeting participants, dealing with queries and support screening staff.
Providing a comprehensive administrative support service to the Management Team in relation to operational and clinical delivery of the DESW screening Programme including drafting letters, writing up of minutes from meeting recordings, preparing agendas.
Acting as operational contact point for the building, ensuring that issues impacting on high quality clinic provision are addressed and escalated as required.
If you are a person who prides yourself on your communication and organisational skills, your ability to prioritise workload and to work cohesively as part of a wider team, then we’d love to hear from you.
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.
Detailed job description and main responsibilities
This post may require some evening and weekend working.
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
* GCSE including Maths and English or equivalent.
* NVQ level 3 in Business Administration or Customer Care or equivalent.
Experience
* Demonstratable, proven personal administration experience
* Experience of working to tight deadlines
* Experience of working in multi-disciplinary teams
* Experience of working with computers
* Experience in diary management
* Experience of working in an NHS environment
* Experience of quality systems
Skills
* Fluent Welsh Speaker
* Excellent inter-personal and communication skills
* Excellent organisational skills
* Good interpersonal and communication skills
* Excellent IT skills, Knowledge of Microsoft computer packages including –Word, Excel and PowerPoint and Publisher
* Experience of extracting data from databases
* Ability to prioritise workloads and use own initiative.
* Ability to work as part of a team
Knowledge
* Basic understanding of diabetic eye screening.
* Experience of the All-Wales Screening Division and its structure within Public Health Wales Failsafe/Audit /Quality improvement methodologies
Personal Attributes
* Committed to quality
* Confident
* Reliable
* Flexible but able to work within policies and procedures when required
* Excellent attention to detail
* Ability to work under pressure, maintain concentration whilst dealing with interruptions
Other
* Ability to travel to other locations across Wales as and when requested.
Public Health Wales, reserves the right to close this vacancy early. We therefore encourage early applications.
Priority is given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.
If you have a disability and have any particular requirements to enable you to participate in the application process, please contact peoplesupport.PHW@wales.nhs.uk
IMPORTANT NOTE FOR APPLICANTS: Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job. Using a generic application to apply for multiple roles or relying on automated AI application services, such as Lazy Apply or AI Apply, may not provide the necessary information, leading to your application being overlooked. To ensure your application is given full consideration, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert.
If you are successful and short listed for interview you will be contacted by email using the address with which you registered. Please ensure you check your email account regularly.
We are committed to fair, transparent recruitment and believe in equality of opportunity in our workplace and will not tolerate discrimination on grounds of age, disability, gender identity, religion or belief, race or nationality, marriage or civil partnership status, sex, sexual orientation, working pattern, caring responsibilities, trade union activity or political beliefs – or on any other grounds. We welcome applications from individuals seeking flexible working arrangements.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
The salary scale shown is for a full-time member of staff, with the amount being adjusted pro rata for those working less than 37.5 hours per week.
In general, anyone joining our Trust who has not previously worked in the NHS will, by default, start on the first point of the advertised pay band. Pay progression will then be determined by annual Performance and Development Reviews in accordance with the NHS Wales Pay Progression Policy .An application for Incremental Credit may be considered, but can only be awarded based on evidenced, reckonable service and/or equivalent, relevant experience.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name Victoria Jones Job title Screening Centre and Venues Manager Email address Victoria.Jones18@wales.nhs.uk Telephone number 07398 854 188 Additional information
Please note that interviews for this post will take place at:
Diabetic Eye Screening Wales
1 Fairway Court
Tonteg Road
Upperboat, Treforest, CF37 5UA
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