Administrative Assistant

Job title: Administrative Assistant

Location: Cardiff

Contract length: Until 30/06/2025

Pay rate: £24,500 per annum

Duties and Responsibilities:

The Nursing and HPE Directorate within Health Education and Improvement Wales (HEIW) is responsible for Workforce Transformation, Commissioning and Education in Wales.

• To establish and maintain effective working relationships with stakeholders within Health Education and Improvement Wales (HEIW) within NHS Wales and with Education Providers and Students.
• Provide administrative support within the Workforce Transformation and Education Commissioning and Quality team.
• To use a variety of software packages such as Microsoft Word, Outlook, PowerPoint, Excel, Access, Forms etc to produce correspondence, devise and maintain records, spreadsheets, and databases for the team.
• To arrange meetings, room booking, catering as requested and produce agendas, papers, minutes/notes of meetings as required by the Nursing and HPE Team.
• Manage and maintain the team's electronic diaries to prioritise meetings and to use initiative to amend as necessary in the event of urgent issues.
• To receive all incoming posts for the Nursing and HPE Team, ensuring that it is prioritised, actioned, and dealt with efficiently and promptly.
• To maintain an efficient and effective filing system, shredding and archiving as required.
• The post holder will be required to attend meetings, creating appropriate records as required.
• Manage own workload and act independently within occupational guidance using own initiative, seeking advice where necessary from the line manager ensuring confidentiality is maintained at all times.
• To liaise with a wide variety of individuals and organisations on a daily basis.
• Participate in service development projects, as necessary.
• To assist with any financial processes required by the team, liaising with the finance team to arrange for any invoices to be raised and paid.
• Assist in the maintenance and ordering of stationary/ stock items within the team.
• Implement HEIW policies and comment on departmental procedures and guidelines.
• To support the updating of the Nursing and HPE Directorate web pages as required.
• Make and receive communications, using initiative and judgment when handling enquiries. Take action and provide feedback as appropriate, ensuring that messages are relayed, and action is taken.
• Co-ordinate or provide drafts for reply to correspondence including emails, ensuring that replies are provided within agreed timescales.

Qualifications, skills and experience:

• GCSE English and Maths - Grade C or equivalent
• Knowledge of general data protection requirements
• Commitment to ongoing professional development

• A-Levels or equivalent experience
• Knowledge of finance processes
• NVQ Level 3 in Business Administration or equivalent knowledge and experience

Randstad Business Support is acting as an Employment Agency in relation to this vacancy.