Programme Support Administrator

Job summary

We are looking for a proactive and organised Administration Programme Support Officer to provide high-quality administrative support to the breast screening programme.

The role involves coordinating meetings, managing diaries, preparing agendas and meeting papers, and producing accurate minutes and action logs for regional management and planning meetings. You will also support programme planning activities, record compliments and comments, produce routine reports, and arrange travel and accommodation for managers as required.

The successful candidate will have excellent organisational and communication skills, strong attention to detail, and experience using Microsoft Office applications, including Outlook, Word, Excel and Teams. The ability to manage competing priorities and work independently while contributing positively to a team is essential.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

Key responsibilities:

• Booking and coordinating meetings.
• Diary management for programme managers.
• Preparing agendas, papers and taking minutes.
• Maintaining action logs and tracking progress.
• Producing reports and administrative documentation.
• Recording compliments, comments and enquiries.
• Arranging travel, accommodation and transportation.
• Providing general administrative support to the programme team.

About us

We are Public Health Wales - the national public health agency in Wales. Our purpose is 'Working together for a healthier Wales'. We exist to 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 work to 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 which represent the rich diversity of the communities we serve and are supportive of flexible working arrangements, including part time roles and job sharing.

To find out more about working for us and the benefits we offer please visit https://phw.nhs.wales/careers/

For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/

Job responsibilities

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 and Knowledge

Essential

• Good standard of general education (GCSEs, including English and Maths at grade C or above) or ability to demonstrate equivalent work experience
• NVQ level 3 or ability to demonstrate equivalent work experience
• A good knowledge of the Microsoft package and its applications, being able to format documents
• Awareness of policies and procedures relating to dealing with confidential data both personal and organisational
• Understanding of office procedures
• Knowledge of filing/data systems including records management

Experience

Essential

• Experience of working in a secretarial or administrative post
• Experience of working to tight deadlines
• Experience managing diaries and planning events
• Experience of working in multi-disciplinary teams
• Experience in taking action notes
• Experience in diary management

Skills and Attributes

Essential

• Good inter-personal and communication skills
• Good organisational skills
• High levels of literacy and numeracy
• Good written and verbal communication skills
• Good IT skills, knowledge of computer packages including - Microsoft Word, Excel and PowerPoint
• Ability to prioritise workloads
• Committed to quality
• Ability to work within a team and take direction from senior team members
• Willingness to undertake relevant training courses
• Flexible but able to work within policies and procedures when required
• Good attention to detail

Desirable

• Welsh Language Skills are desirable at levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
• Ability to work under pressure, maintain concentration whilst dealing with interruption

Other

Essential

• Ability to travel between Screening sites in a timely manner to meet the needs of the service on occasional basis e.g. for training and meetings