People & OD Assistant in Cardiff

THIS POST IS FIXED TERM/SECONDMENT FOR 6 MONTHS DUE TO SECONDMENT COVER.

Although this post has been advertised as a fixed term appointment, NHS staff will be offered the appointment as a secondment.

If you wish to apply for a secondment, you must have the approval of your line manager.

Public Health Wales is looking for a motivated and organised People & OD Assistant to join our People Support team.

This is an exciting opportunity to provide high‑quality admin support across a wide range of People & OD services, helping us deliver an efficient, professional and people‑centred experience for staff and managers.

You will be the first point of contact for routine People & OD queries, supporting colleagues with recruitment administration, ESR updates, training compliance, intranet content, meeting coordination and general workforce processes.

You'll help prepare letters, reports and documentation, maintain accurate records, and assist with system updates.

We’re looking for someone with strong organisational skills, attention to detail and the ability to communicate confidently with staff at all levels.

You’ll be comfortable using Microsoft Office, handling confidential information and managing multiple tasks in a busy environment.

If you’re proactive, people‑focused and keen to develop a career in People & OD, we’d love to hear from you.

Main duties of the job

The Post holder will support the People and OD Directorate with a wide range of administrative tasks such as:

• Responding to and resolving first line queries
• Preparing standard letters and contracts
• Assisting with the recruitment process
• Database administration
• Maintaining employee records
• Processing requisitions and orders
• Minute‑taking
• Job responsibilities

As part of this role there will be a requirement to work 1 day per week from our Cardiff office, (subject to change).

Additional attendance may be required, for example, key meetings, training, events, or to support service delivery.

Applicants should ensure they are able to meet this requirement.

Office attendance expectations may be reviewed in line with organisational and service needs.

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

Person Specification

Qualifications & Knowledge

• NVQ Level 3 or equivalent level of experience
• Good general education to GCSE level or equivalent, including English and Maths; or equivalent level of skills.
• Good understanding and knowledge of the full range of administrative skills required in a busy office environment.
• Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
• Working knowledge of filing/data systems including record management.
• Knowledge of People and Organisational Development Policies and Procedures.

Skills

• Self‑manage workflow, managing and responding to administrative tasks and queries without requiring day to day detailed supervision.
• Good written and verbal communication skills.
• Proficient in using Microsoft Office applications, including Word, Excel, Teams and Outlook.
• Ability to communicate with all levels of staff within an organisation and across relevant stakeholders as necessary.
• Ability to handle sensitive information appropriately and maintain confidentiality
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Ability to demonstrate sound judgement when considering whether issues need to be referred or escalated, for example when responding to potential disciplinary and grievance matters.
• Minute taking and transcription skills
• Experience and knowledge of NHS systems including Action Point, ESR, Share Point and Trac

Experience

• Experience in providing administrative support in a busy environment.
• Experience in an HR and/or learning and development administrative role
• Experience of financial systems, e. g. requisitions, budget monitoring

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.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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