Programme Support Administrator in Cardiff

Welcome to Public Health Wales, the national public health organisation for Wales

Our vision is Working to achieve a healthier future for Wales

Applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English. To support our all Wales service, we particularly welcome applications from Welsh speakers.

Important Note for vacancies offered on a fixed-term or secondment basis.
Individuals who hold permanent (substantive) employment within the NHS may only be appointed via secondment. Approval for a secondment must be obtained from your current line manager prior to submitting an application.

Job overview

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

This is an excellent opportunity for an enthusiastic administrator who wishes to support the delivery of the cervical screening programme across Wales.

Working for our organisation

We are Public Health Wales – the national public health organisation 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.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents.

Person specification

Qualifications and Knowledge

• 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

Skills and Attributes

• 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
• 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

• 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

Experience

• 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

Public Health Wales, reserves the right to close this vacancy early. We therefore encourage early applications.

Priority is given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.

If you have a disability and have any particular requirements to enable you to participate in the application process, please contact peoplesupport.PHW@wales.nhs.uk

IMPORTANT NOTE FOR APPLICANTS: Applications for our roles are carefully reviewed and shortlisted based on specific criteria, which varies from job to job.

Using a generic application or automated AI application services, such as Lazy Apply or AI Apply, does not usually provide enough personal evidence of your skills and experience relevant to the role. This can make it difficult for us to assess your suitability and will reduce your chances of being shortlisted.

To ensure your application is given full consideration, we recommend submitting a tailored application that directly addresses the criteria listed in the Person Specification section of the advert, providing clear evidence and examples to demonstrate how you meet each requirement.

Visa Sponsorship Eligibility

• If you require sponsorship under the Skilled Worker or Health and Care Visa routes, please ensure youself‑assess