Administration & Resource/Notification Officer

1. Communication and relationship skills: Provide and receive routine information orally, in writing and electronically to informwork colleagues, the public and external organisations using tact and persuasive skillswhen necessary i.e. when dealing with angry/upset members of the public in the eventof an emergency/outbreak etc. Work as part of the administrative team, ensuring effective communication betweendepartments and providing information and advice in a timely manner. Provide an effective and professional service when liaising with colleagues, stakeholdersand the public. Meet and greet visitors in a professional and polite manner, ensuring adherence tooffice protocol. Manage the telephony system, direct telephone calls appropriately and relay messagesaccurately and in a timely fashion (calls may be confidential and sensitive and be from arange of internal/external individuals and organisations). Setting up, managing and maintaining filing systems, ensuring that information isappropriately and securely stored, filed and retrievable whilst adhering to informationgovernance guidelines to protect personal information. Deal with personal emails and take action on delegated emails at managers request andsupervision.2. Knowledge, training and experience Word processing to RSA III, NVQ Level 3 or relevant equivalent experience. Good understanding and knowledge of a full range of administrative procedures andorganisational procedures. Provide a comprehensive, accurate secretarial/word processing service, includingdrafting standard letters, editing and formatting reports ensuring a high standard ofpresentation. Experience and knowledge in the use of MS Office Suite. Experience in the use of information systems. Respond to enquiries from service users to provide information in line with agreedprotocols and procedures. Proven organisational and time management skills. Provide administrative support in the event of an outbreak/ emergency situation3. Analytical and judgemental skills: Make judgements involving straightforward job-related facts or situations, such aschoosing and booking appropriate venues based on requirements and in line withagreed policies and procedures, conflicting diary appointments and schedules. Prioritise own work and complete work to agreed deadlines. Provide a diary management service with the ability to resolve conflicting diaryappointments and schedules. Provide support to business and project processes. 4. Planning and organisational skills: Provide support to staff within the team/office. Manage own workload and activities, including emails. 2 Organise and support the planning of meetings, events and conferences; includingbooking venues and taking formal minutes, arranging equipment, preparingpapers/documentation, registering delegates and arranging refreshments. Setting up, managing and maintaining office systems, including paper and electronicfiles, ensuring that information is appropriately and securely stored, filed andretrievable. Organise and process hotel and travel arrangements on request. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holderin order to provide cover. Liaise and support the organisation and coordination of services, such as themaintenance and facilities. Prepare and distribute documents and papers as required. Support the coordination and dissemination of resources. Manage internal and external post, including sorting and arranging collection whennecessary. 5. Physical skills: Advanced keyboard skills and knowledge of telephony systems and general officeequipment. 6. Responsibility for patient/client care: The post holder may have incidental contact with service users and clients and will beexpected to signpost/direct to the appropriate person/department The post holder may assist with members of the public/external organisations e.g. in theevent of an outbreak, emergency situation or at attendance of events/externallocations. 7. Responsibility for policy/service development implementation: Follow policies and procedures in own role which are determined by systems within theteam and Public Health Wales corporate systems Contribute and assist with the development of new systems and processes as part of thedevelopment of quality standards within the team Contribute to team meetings 8. Responsibility for financial and physical resources: Process requisitions for the team in accordance with Public Health Wales finance policiesand procedures. Process petty cash requests following organisational procedures Process orders of resources and supplies via the procurement systems Process credit card requests within the scope of organisational policy and procedures Assist in the maintenance of materials and equipment stock Provide budget monitoring support, including recharging and processing of invoices Prepare paycards for authorisation 9. Responsibility for human resources: 3 Provide support to the management of personnel procedures, including the recordingof annual leave, study leave requests and high-cost study requests Recording of authorised special leave/sickness absence as requested Participate in self-development to continually improve performance and undertakedevelopment activities that are identified Provide support to the induction process Support in the training of new staff on systems and procedures within the office Collate paycard information for authorisation 10. Responsibility for information resources: Responsible for the entry and storage of data compiled by others (electronic and hardcopies). Use a variety of IT applications to promote the smooth running of the department andprojects. Take and transcribe formal minutes of meetings. Ensure security of records in line with the Data Protection Act. Ensure compliance with information governance policies and procedures. 11. Responsibility for research and development: Administration support to those undertaking research, such as requesting information Participate in the preparation and administration of audit information for own work Involvement in the arranging and recording of equipment required to be tested 12. Freedom to act: Required to prioritise their work and to work on their own initiative, managing ownworkload and deadlines, seeking advice as necessary Guided by standard procedures, good practice and understands the standards andresults that are to be achieved 13. Physical effort: Required to use a computer and office equipment on a daily basis There is a frequent requirement for sitting and standing in a restricted position and maybe required to exert light physical effort for short periods of time i.e. resourceequipment etc. 14. Mental effort: Required to concentrate for frequent periods of time where work pattern is predictable,with the ability to deal with unforeseen interruption 15. Emotional effort: Exposure to distressing or emotional circumstances is rare 16. Working conditions: The post holder will work in office conditions The post holder may be required to travel to meetings Required to use Visual Display Unit on most days Job description Job responsibilities 1. Communication and relationship skills: Provide and receive routine information orally, in writing and electronically to informwork colleagues, the public and external organisations using tact and persuasive skillswhen necessary i.e. when dealing with angry/upset members of the public in the eventof an emergency/outbreak etc. Work as part of the administrative team, ensuring effective communication betweendepartments and providing information and advice in a timely manner. Provide an effective and professional service when liaising with colleagues, stakeholdersand the public. Meet and greet visitors in a professional and polite manner, ensuring adherence tooffice protocol. Manage the telephony system, direct telephone calls appropriately and relay messagesaccurately and in a timely fashion (calls may be confidential and sensitive and be from arange of internal/external individuals and organisations). Setting up, managing and maintaining filing systems, ensuring that information isappropriately and securely stored, filed and retrievable whilst adhering to informationgovernance guidelines to protect personal information. Deal with personal emails and take action on delegated emails at managers request andsupervision.2. Knowledge, training and experience Word processing to RSA III, NVQ Level 3 or relevant equivalent experience. Good understanding and knowledge of a full range of administrative procedures andorganisational procedures. Provide a comprehensive, accurate secretarial/word processing service, includingdrafting standard letters, editing and formatting reports ensuring a high standard ofpresentation. Experience and knowledge in the use of MS Office Suite. Experience in the use of information systems. Respond to enquiries from service users to provide information in line with agreedprotocols and procedures. Proven organisational and time management skills. Provide administrative support in the event of an outbreak/ emergency situation3. Analytical and judgemental skills: Make judgements involving straightforward job-related facts or situations, such aschoosing and booking appropriate venues based on requirements and in line withagreed policies and procedures, conflicting diary appointments and schedules. Prioritise own work and complete work to agreed deadlines. Provide a diary management service with the ability to resolve conflicting diaryappointments and schedules. Provide support to business and project processes. 4. Planning and organisational skills: Provide support to staff within the team/office. Manage own workload and activities, including emails. 2 Organise and support the planning of meetings, events and conferences; includingbooking venues and taking formal minutes, arranging equipment, preparingpapers/documentation, registering delegates and arranging refreshments. Setting up, managing and maintaining office systems, including paper and electronicfiles, ensuring that information is appropriately and securely stored, filed andretrievable. Organise and process hotel and travel arrangements on request. Collate and process data. Carry out other administrative tasks that fall within the competencies of the post holderin order to provide cover. Liaise and support the organisation and coordination of services, such as themaintenance and facilities. Prepare and distribute documents and papers as required. Support the coordination and dissemination of resources. Manage internal and external post, including sorting and arranging collection whennecessary. 5. Physical skills: Advanced keyboard skills and knowledge of telephony systems and general officeequipment. 6. Responsibility for patient/client care: The post holder may have incidental contact with service users and clients and will beexpected to signpost/direct to the appropriate person/department The post holder may assist with members of the public/external organisations e.g. in theevent of an outbreak, emergency situation or at attendance of events/externallocations. 7. Responsibility for policy/service development implementation: Follow policies and procedures in own role which are determined by systems within theteam and Public Health Wales corporate systems Contribute and assist with the development of new systems and processes as part of thedevelopment of quality standards within the team Contribute to team meetings 8. Responsibility for financial and physical resources: Process requisitions for the team in accordance with Public Health Wales finance policiesand procedures. Process petty cash requests following organisational procedures Process orders of resources and supplies via the procurement systems Process credit card requests within the scope of organisational policy and procedures Assist in the maintenance of materials and equipment stock Provide budget monitoring support, including recharging and processing of invoices Prepare paycards for authorisation 9. Responsibility for human resources: 3 Provide support to the management of personnel procedures, including the recordingof annual leave, study leave requests and high-cost study requests Recording of authorised special leave/sickness absence as requested Participate in self-development to continually improve performance and undertakedevelopment activities that are identified Provide support to the induction process Support in the training of new staff on systems and procedures within the office Collate paycard information for authorisation 10. Responsibility for information resources: Responsible for the entry and storage of data compiled by others (electronic and hardcopies). Use a variety of IT applications to promote the smooth running of the department andprojects. Take and transcribe formal minutes of meetings. Ensure security of records in line with the Data Protection Act. Ensure compliance with information governance policies and procedures. 11. Responsibility for research and development: Administration support to those undertaking research, such as requesting information Participate in the preparation and administration of audit information for own work Involvement in the arranging and recording of equipment required to be tested 12. Freedom to act: Required to prioritise their work and to work on their own initiative, managing ownworkload and deadlines, seeking advice as necessary Guided by standard procedures, good practice and understands the standards andresults that are to be achieved 13. Physical effort: Required to use a computer and office equipment on a daily basis There is a frequent requirement for sitting and standing in a restricted position and maybe required to exert light physical effort for short periods of time i.e. resourceequipment etc. 14. Mental effort: Required to concentrate for frequent periods of time where work pattern is predictable,with the ability to deal with unforeseen interruption 15. Emotional effort: Exposure to distressing or emotional circumstances is rare 16. Working conditions: The post holder will work in office conditions The post holder may be required to travel to meetings Required to use Visual Display Unit on most days