Job summary
- Main area
- Administration
- Grade
- Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 028-AC133-0625
- Employer
- Public Health Wales NHS Trust
- Employer type
- NHS
- Site
- Capital Quarter 2 - CQ2
- Town
- Cardiff
- Salary
- £30,420 - £37,030 Per Annum
- Salary period
- Yearly
- Closing
- 17/06/2025 23:59
Employer heading
Executive Personal Assistant to National Director of HPSS
Band 5
Welcome to Public Health Wales, the national public health organisation for Wales
Our vision is Working to achieve a healthier future for Wales
To find out more visit Public Health Wales and watch this video about our Strategic Plan
Working together, with trust and respect, to make a difference
Follow us on Facebook, LinkedIn, Twitter and Instagram
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.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Job overview
The Directorate Operations Team are seeking an enthusiastic and highly motivated Executive Personal Assistant to provide professional, efficient, and comprehensive administrative support to the National Director of Health Protection and Screening Services, who also serves as the Executive Medical Director.
This is a busy and varied role, ideal for someone who thrives in a fast-paced environment and is committed to delivering work of the highest quality. You will be expected to work with initiative and flexibility, demonstrating excellent organisational skills and the ability to multitask effectively.
The Directorate Operations Team also has an additional vacancy for a Project Support Officer/PA. This role will work alongside the post described above. For more information about either role, please see the contact details below.
Main duties of the job
Key Responsibilities:
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Provide high-level executive support including email and diary management.
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Draft and format, reports, presentations, briefing papers, and correspondence.
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Support a range of high-level meetings: scheduling, preparing agendas and papers, and accurately taking and transcribing minutes.
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Build and maintain effective working relationships with internal and external stakeholders.
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Manage a diverse workload independently and under pressure, exercising sound judgement and confidentiality at all times.
About You:
To succeed in this role, you will:
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Be highly organised and detail-oriented.
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Possess excellent verbal and written communication skills.
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Be proactive, adaptable, and confident working on your own initiative.
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Have proven experience in executive-level administration, ideally within the NHS or public sector.
Additional Information:
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This is a permanent position working 37.5 hours per week. The working pattern is negotiable upon appointment.
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Welsh language skills are desirable but not essential. We welcome applications from both English and Welsh speakers.
Working for our organisation
Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales'. We play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across Wales.
Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change. We are an organisation that places ourselves at the heart of supporting people, communities, partners, and the Welsh Government in addressing these major challenges and providing solutions for action.
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.
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 visit https://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Detailed job description and main 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 on Trac.
Person specification
Qualifications and/or Knowledge
Essential criteria
- Educated to degree level, or professional or vocational qualification (for example NVQ) or equivalent level of experience of working at a similar level in specialist area such as senior administration or business management.
- RSA III typing or equivalent qualification.
Desirable criteria
- Advanced ECDL
- Knowledge of Financial Systems e.g. monitoring budget management, processing invoices and procurement.
Experience
Essential criteria
- Significant working experience in a busy environment and expertise across the full range of office systems and administrative procedures.
- Previous experience working with senior leadership or equivalent roles.
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
Desirable criteria
- Experience of monitoring budgets and business planning processes
- Experience in project management Understanding of the NHS & its partner organisations.
Aptitude and Abilities
Essential criteria
- Ability to prioritise workload and manage multiple, competing demands.
- Ability to deal with complex and challenging enquiries/complaints by effectively investigating the issues and proposing solutions.
- Advanced use of IT and technology.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are not necessary
Documents to download
Further details / informal visits contact
- Name
- Kirby Evans
- Job title
- Business & Support Manager
- Email address
- [email protected]
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