Job summary An exciting opportunity has arisen for a motivated and enthusiastic person to join our team as a Team Assistant- Pathways (base dependent on successful applicant).
The post holder will deliver a secretarial/administration service for the All Wales Screening Pathway Manager and the Screening Pathway Quality Assurance Manager, to assist in implementing and ongoing quality improvement within the CSW pathway teams and data quality within Cervical Screening Information Management System (CSIMS).
Includes supporting Regional teams and other staff groups as necessary.
You will provide support in areas of secretarial, administrative and organisational processes.
The post holder will also provide a remote cross cover agreement with secretaries in other Regions throughout Wales providing cover when required.
The candidate must be able to follow policies and procedures, and understand the importance of data protection act and confidentiality.
This is a permanent full time position ( hours/week), flexi time policy is operated within the team though service delivery must be priority with office cover to be agreed.
If you are highly motivated, professional with a strong demonstrable background in data entry and administrative procedures, then we are keen to hear from you.
Main duties of the job Coordinating identified groups for Screening Pathway and CSIMS data quality assurance, taking action notes, monitoring actions and disseminating in a timely fashion.
Work closely with the All Wales Screening Pathway Managers to arrange meetings and audits ,setting agenda and record actions.
Work closely with Pathway Managers to maintain details of the Standard Operating Processes and Procedures (SOPPs) documentation for pathway teams , establish and maintain a change log process.
Undertaking identified areas of screening pathway work as and when required.
Be part of the validation process to ensure participants are managed appropriately, responsible for identifying and correcting errors , updating manual and computerised data systems relating to results and patient outcomes.
Submit work for Welsh translation and Plain English for approval.
Run and present reports on compliments, complaints and incidents for discussion at meetings.
Deal with telephone enquiries from other NHS organisations and staff within Public Health Wales.
Includes liaison with health board staff where pathway teams are hosted, events and training coordination as well as gathering information on behalf of managers from external agencies.
To communicate orally and in writing with range of internal and external staff and external organisations on behalf of the CSW Management Team.
When required provide cover during absences for other members of the regional secretarial teams.
About us We are Public Health Wales - the national public health organisation for Wales.
Our purpose is 'working together for a healthier Wales'.
We exist to help all people in Wales live longer, healthier lives.
With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise.
We are the main source of public health information, research and innovation in 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.
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 For guidance on the application process, please visit Job description Job 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 in Trac.The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Person Specification Qualifications Essential Good standard of general education (GCSEs, including English and Maths at grade C or above) or ability to demonstrate equivalent work experience.
NVQ level 3 or ability to demonstrate equivalent work experience.
Desirable RSA Level 2 or equivalent ECDL Experience Essential Demonstrable, proven personal secretary experience Experience of working to tight deadlines Experience of working in multi-disciplinary teams Experience in taking action notes Experience in diary management Demonstrable and relevant proven experience in an administration role Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
Desirable Experience of working in an NHS environment Experience of quality systems Skills Essential Excellent inter-personal and communication skills Excellent organisational skills High levels of literacy and numeracy Excellent IT skills, Knowledge of Microsoft computer packages including -Word, Excel and PowerPoint and Publisher Experience of extracting data from databases Ability to prioritise workloads Ability to work within a team and take direction from senior team members Willingness to undertake relevant training courses Good computer skills Experience of electronic / manual filing systems Experience using office equipment Excellent prioritisation skills Excellent written and verbal communication skills Desirable The ability to speak Welsh will be an advantage Cascade training/experience Knowledge Essential Good knowledge of MS Office Suite Awareness of policies and procedures relating to dealing with confidential data, both personal and organisational Thorough understanding of office procedures Working knowledge of filing/data systems including record management Desirable Knowledge of the All Wales Screening Division and its structure within Public Health Wales Knowledge of Failsafe/Audit /Quality improvement methodologies Personal Attributes Essential Ability to work under pressure , maintain concentration whilst dealing with interruptions Committed to quality Confident Reliable Flexible but able to work within policies and procedures when required Excellent attention to detail Able to work within a team.
Good time-keeping.
Ability to work on own initiative.
Respect confidentiality.
Willingness to learn and develop skills.
Other Essential Enthusiastic and self-motivated Ability to travel to other locations across Wales as and when requested Flexible approach to work