Corporate Administrator

We have an exciting vacancy for a Corporate Administrator to work as part of the Corporate Administration team within Digital Health & Care Wales which plays a key role in supporting the effective running of the organisation. We are looking for a motivated individual who is willing to work, learn, and actively contribute within a team environment, possessing excellent communication and organisation skills.

As a Corporate Administrator, you will provide high-level, confidential administrative, clerical, and business support to the Corporate Administration team. You'll be the backbone of our operations, liaising with all directorates and stakeholders, both internal and external, and ensuring the smooth delivery of essential services.

Office attendance 3 days a week is essential for the role.

Main duties of the job

Comprehensive administrative support and consistent communication across teams

Coordinating meetings, conferences, and events, including logistics and refreshments

Handling correspondence, emails, and confidential information with professionalism

Dealing with concerns and complaints on behalf of the organisation

Maintaining office systems, records, and SharePoint resources

Action log management, and supporting audits and surveys

About us

Digital Health and Care Wales (DHCW) is part of the NHS Wales family and has an important role in changing the way health and care services are delivered through technology and data. The organisation supports frontline staff with modern systems and access to important information about their patients, while empowering the people of Wales to manage their own health through digital NHS Wales services.

Working for DHCW offers lots of employee benefits, including flexible working, a competitive salary, 28 days of annual leave plus Bank Holidays and opportunities for career development. We are committed to recognising and celebrating our staff as the most valuable part of our organisation.

Join our game changing, life-saving team and start making a real difference to health and care services in Wales.

Job responsibilities

Provide high-level, confidential administrative, clerical, and business support to the Corporate Administration team, ensuring effective communication between directorates and stakeholders.

Communicate via telephone, face-to-face, Microsoft Teams, and email with internal and external contacts. Relay messages accurately and promptly, including bilingual communication when required.

Maintain accurate diary systems, coordinate appointments, manage room bookings, and support the planning and organisation of meetings, conferences, and events, including logistics, agendas, and attendee registration.

Cover reception duties, provide a professional experience for staff and visitors, escort visitors, and manage car park compliance.

Support in the receipt of and response to concerns and complaints for the organisation.

Manage incoming correspondence and emails (including confidential and sensitive information), summarise reports, compile letters, and maintain both paper and electronic filing systems in line with legal and organisational requirements.

Support risk management processes, manage procurement and financial tasks (such as processing orders, managing invoices, and credit card requests), and maintain office supplies and equipment.

Take and transcribe informal and formal minutes at meetings (in person or remotely), maintain action logs, and ensure timely updates from all directorates.

Develop and implement new systems and procedures, propose changes to working practices, and ensure compliance with policies and procedures.

Manage the Corporate Administration SharePoint site, support the management of logs (concerns, complaints, enquiries, risk, etc.), and carry out other administrative tasks as required by the role.

Qualifications and Knowledge

• Good knowledge of secretarial and administrative procedures and systems
• HNC or first part of foundation degree in relevant field or equivalent experience
• Registered with relevant professional body
• Knowledge of DATIX or other Risk Management Systems
• Knowledge of Oracle or other Procurement Systems
• Knowledge of SharePoint

Experience

• Previous experience of working with financial systems and/or purchasing of goods or equipment
• Demonstrable experience in an administrative role
• Previous experience of dealing with customers, clients and/or members of the public; Experience of project support work
• Experience of communicating at all levels
• Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
• Experience of informal and formal minute taking

Skills and Attributes

• 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 records management
• Ability to work on own initiative and manage own workload
• Advanced keyboard skills
• Good organisational skills
• Ability to work to deadlines and under pressure
• Ability to speak Welsh to Level 1 or above

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Hybrid working - Ty Glan yr Afon, Cardiff