Location: Cardiff, United Kingdom
Contract: Fixed Term (12 Months)
Salary Band: Band 3 – £24,433 to £26,060 per annum
Working Pattern: Full-time, Flexible Working
Visa Sponsorship: Certificate of Sponsorship (COS) Available
Closing Date: 20 May 2025
Join NHS Wales Shared Services Partnership as an Administrator
NHS Wales Shared Services Partnership (NWSSP) is actively seeking a diligent, proactive, and well-organised Administrator to become a key part of our Legal & Risk Services team. This pivotal role offers an exciting opportunity for those looking to expand their experience in healthcare administration while supporting essential legal and risk functions within NHS Wales.
We are committed to diversity and inclusion, and we proudly offer visa sponsorship for international applicants through a Certificate of Sponsorship (COS), making this a unique gateway for skilled overseas professionals who wish to build a rewarding career in the UK public health sector.
Key Responsibilities of the Administrator Role
Core Administrative Support
- Deliver full-spectrum administrative services for the Legal & Risk Services team, ensuring seamless daily operations.
- Oversee mailroom functions, including sorting, scanning, photocopying, and secure distribution of legal correspondence and sensitive medical documentation.
- Support the creation, formatting, and dispatch of legal case bundles; maintain accuracy and organisation within the legal document database.
Business Support Tasks
- Execute a range of business support activities such as invoice processing, diary coordination, and tracking internal workflows.
- Participate in onboarding and offboarding processes by arranging IT equipment, ID badges, and workspace logistics.
- Manage general correspondence, handle inquiries professionally via telephone and email, and liaise effectively with stakeholders across departments.
Document and Records Management
- Digitise, archive, and catalogue confidential medical reports, expert statements, and legal files according to data security regulations.
- Ensure strict compliance with GDPR, confidentiality laws, and NHS information governance standards.
Flexible Work Arrangement
- Enjoy a hybrid working model with a healthy balance between remote working and on-site presence at our Cardiff-based offices. This setup encourages productivity while promoting employee well-being and work-life harmony.
Required Qualifications and Knowledge
Essential Requirements
- GCSEs (or equivalent qualifications) including English and Mathematics.
- NVQ Level 4 in Business Administration or equivalent experience demonstrating similar competencies in administrative operations.
- Understanding of workplace health and safety practices, data security, and confidentiality protocols.
Desirable Qualifications
- Advanced academic qualifications such as A Levels, HNC, or professional diplomas (e.g., AAT Level 3 or 4).
- ECDL or other IT user certifications, showcasing IT proficiency.
- Awareness of basic website content management systems or intranet usage.
Proven Experience Required
Essential Experience
- Previous experience in administrative roles with demonstrated ability to handle sensitive information securely.
- Strong understanding of clerical processes, records management, and multitasking in a fast-paced environment.
- Proficiency in working independently and collaboratively to meet organisational deadlines.
Desirable Experience
- Prior experience in the NHS or a healthcare-focused organisation.
- Experience in quality-assured, regulated environments.
- Familiarity with Oracle financial systems or similar accounting platforms.
Key Skills and Abilities
Essential Skills
- Advanced working knowledge of Microsoft Office suite, particularly Word, Excel, and Outlook.
- Exceptional organisational and time management skills with the ability to prioritise workloads effectively.
- Strong verbal and written communication abilities, including proofreading and formatting documents.
- Confident and polite telephone manner, coupled with the ability to engage professionally with team members and external contacts.
Desirable Skills
- Capability to design PowerPoint presentations and use additional Microsoft 365 tools.
- Basic to intermediate Welsh language proficiency (Welsh Level 1-5 is desirable).
Personal Attributes and Values
- Enthusiastic, dependable, and adaptable team member who thrives in a supportive environment.
- Committed to continuous learning and professional development within the public sector.
- Demonstrates initiative and a can-do attitude in the face of challenges.
- Embodies NWSSP’s organisational values: Listening and Learning, Working Together, Taking Responsibility, and Innovating.
NHS Wales Shared Services: Who We Are
NWSSP is an essential component of NHS Wales, delivering expert shared services in finance, legal, procurement, and more. We enhance healthcare service delivery by reducing administrative burdens and improving efficiency. Our vision is to create an environment where professionals can flourish, and where patients indirectly benefit from streamlined back-office operations.
Why Work With Us?
- Inclusive and progressive working culture with strong leadership support.
- Emphasis on hybrid work, flexible hours, and family-friendly policies.
- Career progression, mentorship, and internal training opportunities.
- Active commitment to diversity, equality, and mental well-being in the workplace.
- Innovation-driven environment where your ideas and input are valued.
For more insights, visit: Working for NWSSP
Competitive Employee Benefits
- Fair and structured NHS pay banding under Agenda for Change.
- Excellent annual leave entitlements, rising with service.
- Enrolment in the highly regarded NHS Pension Scheme.
- Access to NHS staff benefits including Blue Light Card discounts.
- Well-being support through occupational health services and employee assistance programmes.
- Opportunities for secondments, career growth, and cross-functional exposure.
Employment Screening Requirements
DBS (Disclosure and Barring Service)
This role requires a DBS check due to involvement with legal and sensitive medical data.
Criminal Record Certificate Requirement
International applicants applying under the Skilled Worker Visa route must provide a criminal record certificate from every country in which they have resided for 12 months or more over the past 10 years.
More details: Criminal records checks for overseas applicants
Certificate of Sponsorship Available
We are a licensed sponsor and welcome international applicants who meet the eligibility criteria for the UK Skilled Worker route. A Certificate of Sponsorship (COS) will be provided to successful international candidates, ensuring they meet UK Visa and Immigration (UKVI) compliance requirements.
Learn more at: UK Visas and Immigration
Application and Selection Process
Prospective candidates must apply online through the NHS Jobs platform, submitting a well-structured CV and supporting statement that aligns with the person specification.
Application Tips
- Customise your application to reflect administrative strengths, accuracy, and confidentiality awareness.
- Highlight relevant qualifications, multitasking capabilities, and IT skills.
- For overseas applicants, mention visa requirements and readiness to provide criminal record checks.
Internal Applicants
Internal staff applying for the role on a secondment basis must obtain written approval from their current line manager before submitting their application.
Job Details at a Glance
Job Title: Administrator (COS)
Reference Number: 043-AC074-0525
Salary Band: Band 3 – £24,433 to £26,060 per annum
Contract Duration: Fixed Term – 12 Months
Working Hours: Full-time with flexible scheduling options
Base Location: Companies House, Crown Way, Cardiff, CF14 3UB
Posting Date: 13 May 2025
Application Deadline: 20 May 2025
Apply Now
Are you ready to make a lasting impact in the NHS? Become part of a dedicated and collaborative team that is at the forefront of supporting legal and administrative functions within NHS Wales. Whether you’re a local resident or an international candidate seeking a career move to the UK, we invite you to apply today and begin your journey with us.
Click Here to Apply on NHS Jobs
Final Thoughts
This opportunity is ideal for administrative professionals who want to make a difference in public service. It offers international exposure, job security, and the chance to work in a values-driven organisation. With the added advantage of visa sponsorship, it’s a strong career move for those aspiring to enter or grow within the NHS. Apply today and take the next step in a rewarding healthcare administration career.