Programme Administrator

Job summary

An opportunity has arisen for a Programme Administrator to join the River Business Unit, in NHS Executive.

We are looking to recruit a highly organised individual who is proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, Power Point and Word. It is vital that the successful candidate has advanced typing skills, excellent attention to detail and can cope well under pressure. Experience of minute taking and transcribing minutes is a part of the role and is therefore an essential criterion.

If you have the above skills and want to be part of a dynamic team who are supportive, friendly and fun, then this is the post for you We would be delighted to receive applications from experienced personnel who are looking to develop their skills in an exciting role supporting the NHS Executive.

For further information please contact Nia Miles, Senior Administration & Governance Manager,

Main duties of the job

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 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

Deal with personal emails and take action on delegated emails at managers' request and supervision

About us

The NHS Executive works in partnership for and on behalf of Welsh Government, in and with the NHS in Wales and is hosted by Public Health Wales.

Our key purpose is to drive improvements in the quality and safety of care - resulting in better and more equitable outcomes, access and patient experience, reduced variation, and improvements in population health.

We do this by providing strong leadership and strategic direction - enabling, supporting, and directing NHS Wales to transform clinical services in line with national priorities and standards.

To find out more about working for us and the benefits we offer please visit

For guidance on the application process, please visit

Job description

Job responsibilities

Job Purpose:

To provide comprehensive administrative and clerical support as part of NHS Executive administrative resource. 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 efficient delivery of a range of programmes. 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 below are not intended to be exhaustive, however 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.

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.

Person Specification

Qualifications

Essential

Word processing to RSA III/NVQ Level 3 or equivalent level of experience. Good standard of education together with a high level of numeracy, written and spoken English.

Desirable

ECDL.

Experience

Essential

Demonstrable experience in an administrative role. Experience of communicating with all levels of professional staff and the public. Experience of dealing with confidential, sensitive data, appropriate maintenance and storage of records. Experience of transcribing and minute taking. Working experience of Microsoft Office Suite.

Desirable

Administering finance systems, requisitions, budget monitoring. Working in an NHS environment.

Skills

Essential

Ability to work on own initiative and manage own workload. Able to manage diaries. Advanced keyboard skills. Good written and verbal communication skills. Good organisational skills. Ability to work within a team and to take direction from senior team members. Problem solving and fact finding.

Desirable

Ability to speak Welsh or willingness to learn.

Knowledge

Essential

Good knowledge of MS Office Suite. Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational. Thorough understanding of office procedures. Working knowledge of filing/data systems including record management.

Desirable

Knowledge of Public Health Wales.

Personal Attributes (Demonstrable)

Essential

Ability to work to deadlines and under pressure. Able to work within a team. Ability to work on own initiative. Good time management. Respect confidentiality. Keen to learn and develop skills.

Desirable

Continued Personal Development.

Other

Essential

Willingness and ability to travel between sites.

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