Senior Administration and Resource Officer

Communication and relationship skills: Provide comprehensive administrative support to the Training team ensuring communication between directorates, divisions and stakeholders Provide information and advice in a timely manner Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties Communicate with a wide range of health and other professionals both locally and nationally, advising on available methods and resources Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action Liaise and negotiates with staff and project teams to support the efficient running of projects and business functions. Knowledge, training and experience: Word processing to RSA III, NVQ Level 3 or relevant equivalent experience, together with a high level of numeracy and written and spoken English Good working knowledge and experience in the management of business, secretarial and office procedures some of which are non routine Experience and knowledge in the use of MS Office Suite including accurate set up, use and update using excel. Experience and knowledge in the use of One file and Teams. Experience in the management and maintenance of information systems Demonstrable proven organisational and time management skills Respond to enquiries from service users to provide information in line with agreed protocols and procedures Provide administrative support in the event of an outbreak/emergency situation Analytical and judgmental skills: Make judgements and provide information involving a range of job related facts or situations some of which require analysis and comparison of a range of options.

e.g. monitoring financial budgets, highlighting any over/under spend and other issues to budget holder Assess and prioritise own workload within given timeframe, to meet business schedule. Identify errors or problems, take action as necessary to resolve and/or notify line manager Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify line manager Provide a diary management service with the ability to resolve conflicting diary appointments and schedule Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate Planning and organisational skills: Provide high level administrative support to staff within the team/office Manage, organise and support the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees, this can involve the re-allocation of specific tasks to ensure deadlines are met Summarise correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met Develop manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable Take and transcribe informal and formal minutes Organise and process hotel and travel arrangements on request Plans and organises defined aspects of project delivery under the guidance of the project manager Manage own workload and activities, including emails and diary management of other team members, Support and co-ordinate work plan for admin team staff Liaise and support the organisation and coordination of services, such as the maintenance and facilities Prioritise, prepare and dispatch documents as required Manage the coordination and dissemination of resources; including leaflets, campaign material and education resources Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when required Set up and maintain internal and external distribution lists Physical Skills: Advanced and accurate keyboard skills are required when compiling resource/information documents using desktop publishing, knowledge of telephony systems and a good understanding in the use and maintenance of general office equipment Responsibility for patient/client care: The post holder may have incidental contact with service users/client and will be expected to assist, resolve or direct to the appropriate person/department, this may be in the form of face to face contact or over the telephone The post holder will be expected to assist with members of the public/external organisations e.g. in the event of an outbreak, emergency situation or at attendance of events/external locations Responsibility for policy/service development implementation: Develop and implement new systems and procedures within the team and follow policies and procedures within Public Health Wales corporate systems Propose changes to working practices or procedures of work Contribute to meetings Responsibility for financial and physical resources May be an authorised signatory on small/cash financial payments Process orders of resources and supplies via procurement systems May be responsible for processing credit card requests within the scope of Public Health Wales policies and procedures Responsible for managing and maintaining stock levels Budget monitoring Responsible for the safe use of office equipment Responsibility for human resources: May be responsible for the day-to-day supervision or coordination of staff within the team May demonstrate activities, processes and procedures to new staff when required Involvement in the induction process for new staff Provide support to the management of personnel procedures including the recording of annual leave recording, study leave requests, high cost study requests and processing Recording of authorised special leave/sickness absence as requested Participate in self development to continually improve performance systems and undertake development activities that are identified Manage and collate paycard information for authorisation Responsibility for information resources: Setting up, managing, maintaining information on/in database/filing systems, ensuring that information is appropriately and securely stored, filed and retrievable Ensure security of records in line with the Data Protection Act Ensure compliance with information governance policies and procedures Use a variety of IT applications to promote the smooth running of the department and projects Take and transcribe formal minutes of meetings at various locations across Wales 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.