Job vacancy: Records Management Officer - INTERNAL TO NHS WALES, Public Health Wales NHS Trust, Cardiff / Wrexham / Swansea

Job summary

Main area

Records Management Officer

Grade

Band 5

Contract

12 months (Fixed term / secondment for 12 months until 29th November 2026 to cover Sabbatical Leave)

Hours

Full time
Flexible working
Home or remote working

37.5 hours per week

Job ref

028-AC246-1025

Employer: Public Health Wales NHS Trust
Employer type: NHS
Site: To be confirmed on appointment
Town: Cardiff / Wrexham / Swansea
Salary: £31,516 - £38,364 per annum
Salary period: Yearly
Closing: 12/10/2025 23:59

Records Management Officer - INTERNAL TO NHS WALES

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

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.

Detailed job description and main responsibilities

This is a hybrid role working in a flexible manner but predominantly working from home. However, meeting attendance will be expected at Public Health Wales sites on a regular basis.

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

For further information about the vacancy please see the job description and personal specification attached.

Please note that all interviews will be held in person and will take place in our Cardiff office.   

Person specification

Qualifications

Essential criteria

• NVQ Level 4, Degree or equivalent level of experience.

Desirable criteria

• Advanced ECDL.

Experience

Essential criteria

• Experience of communicating with all levels of professional staff and the public.
• Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
• Experience of operating Microsoft Office Suite, with particular competence using SharePoint Online.
• Experience of producing management information reports.
• Experience of project implementation and monitoring ongoing projects.
• Experience of managing finance systems e.g. ordering, budget monitoring.
• Experience of managing, maintaining and developing systems and procedures.
• Experience of implementing administrative policies and procedures.
• Experience of applying project management methodologies.

Desirable criteria

• Experience of monitoring performance indicators.
• Experience of formal minute taking.
• Working in an NHS environment.

Skills

Essential criteria

• Ability to work on own initiative and manage own workload.
• Able to organise multi-disciplinary meetings and events.
• Excellent management and communication skills and knowledge.
• Analysing information from numerous sources.
• Advanced IT/keyboard Skills.
• Able to delegate responsibility and tasks to ensure delivery to agreed objectives.

Desirable criteria

• Ability to speak Welsh / willingness to learn.

Knowledge

Essential criteria

• Good knowledge of MS Office Suite, particularly SharePoint Online.
• Thorough understanding of administrative procedures.
• Thorough understanding of programme office functions.
• Knowledge of filing/data systems including Records Management.

Desirable criteria

• Knowledge and understanding of Public Health Wales.
• Microsoft Project.

Personal Attributes

Essential criteria

• Work to deadlines and under pressure.
• Ability to work as part of a team.
• Work on own initiative.
• Good time-keeping.
• Respect confidentiality.
• Willingness to learn and develop skills.
• Flexible approach to work to meet the needs of the service.

Desirable criteria

• Continuing Professional Development.

Other

Essential criteria

• Willingness and ability to travel.

Desirable criteria

• Ability to carry resources.

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 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 you self‑assess your eligibility for sponsorship for this role before applying.
Check the Skilled Worker visa guidance or Health and Care visa guidance for details on job eligibility, salary, English language, and sponsorship requirements.

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.

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.