Job title: Administrative Assistant
Location: Cardiff
Contract length: Until 30/06/2025
Pay rate: £24,500 per annum
Summary:
- The post holder will be the first point of contact for the service requiring clear communication and liaison skills.
- They will be responsible for managing and prioritising their own workload and will be required to use their initiative.
- The post holder will be required to work as part of a team and require cross cover during periods of absence.
- The post holder must be able to handle sensitive and confidential information.
Duties and Responsibilities:
The Nursing and HPE Directorate within Health Education and Improvement Wales (HEIW) is responsible for Workforce Transformation, Commissioning and Education in Wales.
- To establish and maintain effective working relationships with stakeholders within Health Education and Improvement Wales (HEIW) within NHS Wales and with Education Providers and Students.
- Provide administrative support within the Workforce Transformation and Education Commissioning and Quality team.
- To use a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access, Forms etc to produce correspondence, devise and maintain records, spreadsheets, and databases for the team.
- To arrange meetings, room booking, catering as requested and produce agendas, papers, minutes/notes of meetings as required by the Nursing and HPE Team.
- Manage and maintain the team's electronic diaries to prioritise meetings and to use initiative to amend as necessary in the event of urgent issues.
- To receive all incoming posts for the Nursing and HPE Team, ensuring that it is prioritised, actioned, and dealt with efficiently and promptly.
- To maintain an efficient and effective filing system, shredding and archiving as required.
- The post holder will be required to attend meetings, creating appropriate records as required.
- Manage own workload and act independently within occupational guidance using own initiative, seeking advice where necessary from the line manager ensuring confidentiality is maintained at all times.
- To liaise with a wide variety of individuals and organisations on a daily basis.
- Participate in service development projects, as necessary.
- To assist with any financial processes required by the team, liaising with the finance team to arrange for any invoices to be raised and paid.
- Assist in the maintenance and ordering of stationary/ stock items within the team.
- Implement HEIW policies and comment on departmental procedures and guidelines.
- To support the updating of the Nursing and HPE Directorate web pages as required.
- Make and receive communications, using initiative and judgment when handling enquiries. Take action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.
- Co-ordinate or provide drafts for reply to correspondence including emails, ensuring that replies are provided within agreed timescales.
Qualifications, skills and experience:
- GCSE English and Maths - Grade C or equivalent
- Knowledge of general data protection requirements
- Commitment to ongoing professional development
- A-Levels or equivalent experience
- Knowledge of finance processes
- NVQ Level 3 in Business Administration or equivalent knowledge and experience
Randstad Business Support is acting as an Employment Agency in relation to this vacancy.
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