Personal Assistant / Senior Administrator in Swansea

IF YOU ARE INTERESTED IN APPLYING FOR THE SECONDMENT POSITION, YOU MUST OBTAIN PERMISSION FROM YOUR CURRENT LINE MANAGER PRIOR TO APPLYING FOR THIS POST. This role can be based nationally with home working in a hybrid model requiring access to the internet. The post holder will have a formal base either Cardiff, North Wales, or Swansea offices. The role will require travel (at least twice a month) to Cardiff where the central team is based, as well as throughout Wales to support meetings and events as required. Applicants must be able to reliably attend the Cardiff office in line with service requirements.

We welcome applicants to the role who wish to work full-time or part-time and are supportive of flexible working patterns. In return, we offer great benefits including hybrid and flexible working, a fantastic NHS pension, excellent annual leave, cycle to work and car lease schemes, childcare voucher schemes, plus many more.

Public Health Wales works to achieve a healthier future for the people in Wales. If you are enthusiastic and motivated and want to make a difference to the people in Wales, then this is an exciting opportunity for you to join our highly talented, cross-functional, dynamic and friendly team. In-person interviews to be held on 10th June.

• Provide comprehensive administrative support to the team ensuring communication between directorates, divisions and stakeholders.
• Provide support with all financial management processes, obtaining quotations, raising and tracking requisitions and orders, invoice processing, and ensuring compliance with organisational financial procedures and authorisation limits (e.g. Oracle and Purchasing Card processes).
• Provide a range of personal assistant and office responsibilities, including non-routine diary management and high-level secretarial support.
• Manage, organise and support the planning of complex meetings, virtual and in-person events and conferences, including delegating duties as necessary, booking venue, arranging equipment and refreshments, preparing packs and registering attendees.
• Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
• Manage own workload and activities, including emails and diary management of other team members.

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

We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations. Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in Wales.

Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part-time or on a job share basis.

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. As part of this role, there will be a requirement to work 2-4 days per month from our CQ2, Cardiff office. Additional attendance may be required, for example, for 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.

• NVQ Level 4 or relevant equivalent experience, together with a high level of numeracy and written and spoken English.
• Demonstrable proven experience of working as a Personal Assistant, Executive Assistant or equivalent senior administrative role.
• Demonstrable proven knowledge of MS Office Suite, including but not limited to MS Word, Excel, Outlook and Teams.
• Experience of organising high-level meetings and events.

The role requires regular travel between sites, including regular attendance at CQ2, Cardiff. Applicants must be able to reliably attend the Cardiff office in line with service requirements.

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.