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Job Summary
An opportunity has arisen for an Administration and Data Officer to join the Congenital Analysis Registration Information Service (CARIS). The post entails handling complex data and ensuring compliance with classification systems and governance protocols. The role supports strategic initiatives through organising events, producing reports, delivering training and professional development. It emphasizes teamwork, quality assurance and continuous improvement within the directorate. The ideal candidate has strong communication skills, technical accuracy and a collaborative approach to problem‑solving and innovation in a public health setting.
Main Duties
* Support effective functioning of Registries and Surveillance Units by managing sensitive clinical information, coordinating multi‑stakeholder communication and contributing to high‑quality data and reporting.
* Clinical coding of anomalies and procedures using ICD10, International Standard Classification of Occupation, OCPS and Orphanet.
* Compliance with information governance policies and procedures.
* Administration of the Wales Paediatric Surveillance Unit (WPSU).
* Lead the planning and organisation of events, conferences, meetings for internal and external stakeholders; chair meetings when necessary.
* Produce accurate minutes of meetings with internal and external stakeholders.
About Us
We are Public Health Wales – the national public health agency in Wales. Our purpose is “Working together for a healthier Wales”. We help everyone in Wales live longer, healthier, happier lives. Together with our partners, we work to increase healthy life expectancy, improve health and well‑being and reduce inequalities for everyone in Wales, now and for future generations.
Our teams prevent disease, protect health and provide leadership, specialist services and public health expertise. We are the leading source of public health information, research and innovation in Wales. In a world facing complex health challenges, our work has never been so important.
We are guided by our values – “Working together, with trust and respect, to make a difference”. We are committed to building an inclusive workplace that values equality and diversity. We welcome applications that represent the communities we serve and support flexible working arrangements, including part‑time roles and job sharing.
To find out more about working for us and the benefits we offer, visit our careers page. For guidance on the application process, visit applicant guidance.
Details
* Date posted: 07 November 2025
* Pay scheme: Agenda for change
* Band: Band 4
* Salary: £27,898 to £30,615 a year Per Annum
* Contract: Permanent
* Working pattern: Full‑time
* Reference number: 028‑AC274‑1125
* Job locations: Capital Quarter 2, Tyndall Street, Cardiff, CF10 4BZ
Job Responsibilities
* Information & Data Management – Receive and process sensitive and complex information for entry onto registry databases; offer advice and guidance with tact and diplomacy. This includes clinical coding using ICD10, International Standard Classification of Occupation, OCPS and Orphanet, and compliance with information governance policies.
* Communication & Collaboration – Communicate with health and other professionals, handle communication difficulties sensitively, produce user‑friendly documentation, liaise between directorates, divisions and stakeholders to encourage collaboration and data sharing for CARIS, CMP and WPSU. Coordinate and administer the WPSU study, including monthly communications and statistical collation/reporting.
* Leadership, Administration & Support – Organise and support broader team functions; plan and organise events, conferences and meetings; provide training to team members; resolve or escalated issues or errors.
* Professional Development & Quality Assurance – Proofread documents, contribute to academic work with internal and external partners, produce accurate meeting minutes, maintain high‑standard project documentation, pursue continuous professional development and suggest learning areas.
You can view the full job description and person specification in the supporting documents or click “Apply now” to view on Trac.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification
Essential – Qualifications and Knowledge
* NVQ Level 4 or Diploma or equivalent
Desirable – Qualifications and Knowledge
* Clinical Coding qualification
Essential – Experience
* Knowledge of health surveillance registration and administration procedures
* Familiarity with medical terminology and understanding of clinical coding principles
* Demonstrable experience of clinical coding
* Demonstrable experience in an administrative role
* Accuracy and attention to detail including experience in transcribing and accurate minute taking
* Experience communicating with all levels of professional staff and the public
* Full working knowledge of GDPR legislation including handling confidential, sensitive data, appropriate maintenance and storage of records and document management on SharePoint
* Experience of Microsoft Office Suite
* Knowledge of Information Governance and data security
Desirable – Experience
* SharePoint superuser
Essential – Skills and Attributes
* Ability to work on own initiative and manage workload, ensuring milestones/timelines achieved in line with project management principles
* Good written and verbal communication skills
* Good organisational skills
* Ability to work independently, within a team and take direction from senior team members
* Problem solving and fact finding
* Awareness of policies and procedures relating to confidential data
* Ability to work to deadlines and under pressure
* Continued professional development
Desirable – Skills
* Ability to speak Welsh or willingness to learn
Essential – Other
* Willingness and ability to travel between sites
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information, visit the UK Visas and Immigration website.
Employer Details
Public Health Wales
Capital Quarter 2
Tyndall Street
Cardiff
CF10 4BZ
Website: https://phw.nhs.wales/
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