Job vacancy: Administration and Data Officer, Public Health Wales NHS Trust, Cardiff

Job summary

Main area: Administration
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 028-AC171-0725

Employer: Public Health Wales NHS Trust
Employer type: NHS
Site: Capital Quarter 2
Town: Cardiff
Salary: £26,928 - £29,551 Per Annum
Salary period: Yearly
Closing: 20/07/2025 23:59
Interview date: 30/07/2025

Administration and Data Officer

Band 4

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

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.

Detailed job description and main responsibilities

Information & Data Management Receive and process sensitive and complex information for entry onto registry databases, offering advice and guidance with tact and diplomacy to colleagues and stakeholders. This involves clinical coding of anomalies and procedures using ICD10 (International Classification of Disease), International Standard Classification of Occupation, OCPS (Classification of Interventions and Procedures) and Orphanet, and compliance with information governance policies and procedures.

Communication & Collaboration Communication with health and other professionals and demonstrate sensitivity when dealing with any communication difficulties and produce documentation in an easy-to-understand manner. Liaison between directorates, divisions and stakeholders, to encourage collaboration and data sharing to the Registries and promote the work of CARIS, CMP and WPSU. Responsible for the co-ordination and administration of the Wales Paediatric Surveillance Unit (WPSU) study, including monthly communications to paediatricians across Wales and statistical collation and reporting of data.

Leadership, Administration & Support - Organising and supporting broader team with organisational functions. This involves the planning and organisation of events, conferences and meetings for internal and external stakeholders. Provision of training to team members including new or less experienced employees. Resolution and/or escalation of issues or errors with individuals or departments.

Professional Development & Quality Assurance Undertake proofreading of documents and contribute to academic work with internal and external academic partners. Produce accurate minutes of meetings both with internal and external stakeholders. Maintaining project documentation to a high standard. Undertake continuous professional development suggesting areas of learning and improvement.

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.

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

Person specification

Qualifications and Knowledge

Essential criteria

• NVQ Level 4 or Diploma or equivalent

Desirable criteria

• Clinical Coding qualification

Experience

Essential criteria

• Knowledge of health surveillance registration and administration procedures
• Familiarity with medical terminology and an understanding of the principles of clinical coding
• Demonstrable experience of clinical coding
• Demonstrable experience in an administrative role
• Accuracy and attention to detail including experience of transcribing and accurate minute taking .
Experience of communicating with all levels of professional staff and the public
• Full working knowledge of GDPR legislation including dealing with confidential, sensitive data, appropriate maintenance and storage of records including document management on SharePoint
• Working experience of Microsoft Office Suite,
• Knowledge of Information Governance and data security

Desirable criteria

• SharePoint superuser

Skills and Attributes

Essential criteria

• Ability to work on own initiative and manage own workload, ensuring milestones/timelines are achieved in line with project management principles
• Good written and verbal communication skills.
• Good organisational skills.
• Ability to work independently, within a team and to take direction from senior team members.
• Problem solving and fact finding.
• Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational.
• Ability to work to deadlines and under pressure.
• Continued professional development.

Desirable criteria

• Ability to speak Welsh or willingness to learn.

Other

Essential criteria

• Willingness and ability to travel between sites.

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 [email protected]

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 to apply for multiple roles or relying on automated AI application services, such as Lazy Apply or AI Apply, may not provide the necessary information, leading to your application being overlooked. 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.

If you are successful and short listed for interview you will be contacted by email using the address with which you registered. Please ensure you check your email account regularly.

We are committed to fair, transparent recruitment and believe in equality of opportunity in our workplace and will not tolerate discrimination on grounds of age, disability, gender identity, religion or belief, race or nationality, marriage or civil partnership status, sex, sexual orientation, working pattern, caring responsibilities, trade union activity or political beliefs – or on any other grounds. We welcome applications from individuals seeking flexible working arrangements.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

The salary scale shown is for a full-time member of staff, with the amount being adjusted pro rata for those working less than 37.5 hours per week.

In general, anyone joining our Trust who has not previously worked in the NHS will, by default, start on the first point of the advertised pay band. Pay progression will then be determined by annual Performance and Development Reviews in accordance with the NHS Wales Pay Progression Policy. An application for Incremental Credit may be considered, but can only be awarded based on evidenced, reckonable service and/or equivalent, relevant experience.