Programme Administrator
3 days ago
NHS WALES HEALTH COLLABORATIVE
PROGRAMME ADMINISTRATOR - NATIONAL ENDOSCOPY PROGRAMME (NEP)
An exciting opportunity has arisen for an enthusiastic and experienced administrator to join the National Endoscopy Programme to provide efficient administrative support to the Programme team. We are looking for an applicant with excellent communication and interpersonal skills who has the ability to manage their time effectively to meet the needs of the service.
The National Endoscopy Programme (NEP) was established in 2019 to drive sustainable improvements in endoscopy services, nationally directed by the Welsh Government. Its development followed the recognition of the pressures faced by endoscopy services in Wales.
The NEP Team is a busy, reactive and friendly environment that will suit an organised person with a great eye for detail and plenty of team spirit.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
This is a fixed term post until 31/12/23.
If you are a Public Health Wales employee this post will only be offered on a secondment basis, and you will need to have gained your line managers approval for the secondment prior to going to interview.
For further information about the role and the services provided by the team then please do not hesitate to get in touch.
To provide comprehensive administrative and clerical support as part of the National Endoscopy Programme. This includes liaising and supporting the coordination of services, such as maintenance and facilities, support the dissemination and coordination of resources and organise and support the planning of meetings/events. The postholder will support the Programme across multiple work streams and will support the efficient delivery of a range of project plans. The post holder will be required to communicate and liaise with staff and members of partner organisations, produce work to deadlines whilst ensuring compliance with Public Health Wales policies. 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 in the job description 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.
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.
**1. Communication and relationship skills**:
- Provide and receive routine information orally, in writing and electronically to inform work colleagues, the public and external organisations using tact and persuasive skills when necessary i.e. when dealing with angry/upset members of the public in the event of an emergency/outbreak etc
- Work as part of the administrative team, ensuring effective communication between departments and providing information and advice in a timely manner
- Provide an effective and professional service when liaising with colleagues, stakeholders and the public
- Meet and greet visitors in a professional and polite manner, ensuring adherence to office protocol
- Manage the telephony system/switchboard, direct telephone calls appropriately and relay messages accurately and in a timely fashion (calls may be confidential and sensitive and be from a range of internal/external individuals and organisations)
- Setting up, managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information
**2. Knowledge, training and experience**:
- Word processing to RSA III, NVQ Level 3 or relevant equivalent experience
- Good understanding and knowledge of a full range of administrative procedures and organisational procedures
- Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters, editing and formatting reports ensuring a high standard of presentation
- Experience and knowledge in the use of MS Office Suite
- Experience in the use of information systems
- Respond to enquiries from service users to provide information in line with agreed protocols and procedures
- Proven organisational and time management skills
- Provide administrative support in the event of an outbreak/ emergency situation
**3. Analytical and judgemental skills**:
- Make judgements involving straightforward job-related facts or situations, such as choosing and booking appropriate venues based on requirements and in line with agreed policies and procedures, confl
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