Vacancy -- HIW / CIW Team Support Officer x10

Working for the Civil Service

The Welsh Government's recruitment processes are underpinned by the principle of selection for appointment on merit on the basis of fair and open competition as outlined in the Civil Service Commission’s Recruitment Principles.

The Civil Service Code sets out the standards of behaviour expected of civil servants.

Vacancy Details

Chief Operating Officer’s Group
Care Inspectorate Wales and Healthcare Inspectorate Wales
Team Support - £21,300 - £24,630
£21,300
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Permanent
Other location
Healthcare Inspectorate Wales - Merthyr Tydfil. Care Inspectorate Wales – Merthyr, Llandudno Junction or Carmarthen
TBC

Purpose of Post:

Healthcare Inspectorate Wales is the independent inspectorate and regulator of healthcare in Wales. We inspect NHS services, and regulate independent healthcare providers against a range of standards, policies, guidance and regulations to highlight areas requiring improvement.

CIW’s purpose is to encourage the improvement of social care, early years and social services by regulating, inspecting, reviewing and by providing professional advice. 

Both Inspectorates carry out the functions on behalf of Welsh Ministers and sit within the Chief Operating Officer’s Group within the Welsh Government. 

The successful post holders will support the Inspectorates in carrying out a variety of administrative tasks and to assist them in achieving their corporate business objectives. 

For HIW, the post holder may be required to provide support to other teams within HIW should the demand require it.

Key tasks:

Post-specific tasks 

The post holder will provide support to one of the teams within HIW or CIW. The specific duties will depend on the Inspectorate and the team, but will include some or all of the below administration tasks: 

  • Arrange visits and meetings for team members, including booking venues and catering through the Corporate Services Team  
  • Process travel arrangements for members of the team, including hotel accommodation, rail tickets, flights, car hire etc. via the Corporate Services Team.
  • Provide secretariat and administrative support for team meetings, internal/external meetings, workshops, training events and external visits - including the issue of agendas, the circulation of relevant papers, note-taking and ensuring all actions are followed up.
  • To be the first point of contact for the team, signposting customers to relevant guidance and ensuring in instances where you are unable to resolve the query, items are delegated and passed to the relevant team/inspector to respond too.
  • To manage the team’s mailbox ensuring that correspondence and enquiries are dealt with promptly and signpost enquiries to relevant contacts across CIW/HIW and Welsh Government for further information as appropriate or refer externally to other partners & organisations.
  • Log correspondence and ensure it is passed to the relevant member of the team to deal with.   Monitor the progress of the correspondence, ensuring all deadlines/targets are met.
  • Drafting letters and requests for general information on behalf of team members.
  • To undertake the role of File Plan Manager for the team, which will involve creating and closing iShare File
  • To complete initial checks of DBS applications and handle personal information in line with the appropriate policies.
  • Accurate logging and recording of information on relevant internal systems
  • Providing cover and support to colleagues in the Chief Inspector’s team and wider Senior Management team, as required. 
  • Maintain confidentiality in all aspects of your work including the handling of confidential information 
  • Managing own professional development and seeking appropriate opportunities in discussion with the Manager.
  • To provide administrative support for the Inspectorate’s Website and Social Media Accounts
  • Any other duties that may be required by the Team Manager

Development opportunities:

The role will provide good experience and transferable skills in terms of work management, customer service and administrative systems and processes.

Closing Date:

06/12/2022, 16:00

Eligibility

Posts recruited to as part of this recruitment campaign are broadly open to UK nationals, those with right to remain and work in the UK and those that meet the Civil Service Nationality Rules only. Check your eligibility here:

Prior to appointment, all successful applicants will be required to produce original, acceptable documents as part of the pre-employment checks. If it becomes apparent at a later stage in the process that you aren’t eligible to apply, your application will be withdrawn, or offer retracted.

Equality and Diversity

The Welsh Government is committed to providing services which embrace diversity and which promote equality of opportunity. This is underpinned by the Equality Act 2010 and will be adhered to at each stage of the recruitment process. Our goal is to ensure that these commitments are also embedded in our day-to-day working practices with all our customers, colleagues and partners.

We are committed to being an anti-racist organisation and increasing diversity in the Welsh Government by removing barriers and supporting all our staff to reach their potential. We are committed to recruiting Black, Asian and Minority Ethnic people and disabled people who are currently under-represented in Welsh Government.

We welcome applications from everyone regardless of age, marriage and civil partnership (both same sex and opposite sex), impairment or health condition, sex, sexual orientation, pregnancy and maternity, race, religion or belief, gender identity or gender expression.

We are a Stonewall Diversity Champion and a Disability Confident Level 3 (Leader) organisation. Key to supporting this work and providing peer support are five Board sponsored Staff Networks (Disability Awareness and Support (DAAS); Minority Ethnic Support Network (MESN); Mind Matters (Mental health and well-being); PRISM (Lesbian, Gay, Bisexual, Transgender, Intersex +) and Women Together.

Disability Confident

The Welsh Government has adopted the social definition of disability, in which it is recognised that barriers in society act to disable people who have impairments or health conditions, who are neurodivergent or who use British Sign Language. We are committed to removing barriers so that all (or potential new) staff can perform at their best.

We guarantee to interview any disabled person who meets the minimum criteria for the post. By ‘minimum criteria’ we mean that you must provide us with evidence, at each stage of the assessment process before interview, which demonstrates you generally meet the job description requirements. We are committed to the employment and career development of disabled people.

If you have an impairment or health condition, if you are neurodivergent or use British Sign Language and need to discuss reasonable adjustments for any part of this recruitment process, or wish to discuss how we will put in place any adjustments if you were to be successful, please email sharedservicehelpdesk@gov.wales as soon as possible and a member of the team will contact you to discuss requirements and any questions you may have.

A Great Place to Work for Veterans

This vacancy is part of the Great Place to Work for Veterans initiative.

Welsh Language Requirements

The Welsh Government is a bilingual organisation and Welsh language skills are considered an asset to the organisation. We encourage and support staff to learn, develop and use their Welsh language skills in the workplace. 

The following list of language requirements represents an objective assessment by the line manager on behalf of the Welsh Government of the Welsh language skills required to undertake the duties of this particular post.

Not necessary to undertake the duties of this post

Social Partnership

In Welsh Government, the relationship between the employer and trade unions is based on social partnership. We believe our goals can best be achieved by management and trade unions working together.

Our 3 recognised trade unions are:
•         PCS
•         Prospect
•         FDA

This relationship is underpinned by a partnership agreement. This sets out how our unions work with Welsh Government on issues such as:
•         pay
•         terms and conditions
•         policies and procedures
•         organisational change.

Our Welsh Government trade union colleagues work together to give their members a real say in the workplace. They make sure that the interests of their members are promoted and protected. They also help reduce inequalities and improve terms and conditions.

The Welsh Government has an excellent track record of working in partnership with its trade unions. We encourage staff to get involved. We support you to join a recognised trade union, to ensure your voice is heard in the workplace. and to learn more about trade unions and partnership working.

Competency behaviours required for the role

Making Effective Decisions: 

Monitor and store critical data securely and accurately, confidentially and responsibly. 

Leading and Communicating:

Write clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies.

Managing a Quality Service:

Actively seek information from customers to understand their needs and expectations and manage information appropriately.

Delivering at Pace:

Take responsibility for the quality of own work and keep manager informed of how work is progressing.

Job specific criteria

An ability to provide a quality front line service to internal and external customers, by phone, online, or in writing, identifying the most appropriate course of action.
Ability to keep and maintain accurate records and to be proficient in computer software such as Word and Excel.
Ability to work with confidential and sensitive information with the utmost discretion and to record this information safely and securely

Assessment Process

Shortlisting/Sift: 

Candidates will be shortlisted by assessing the evidence provided within the application, the CV and the evidence uploaded.  This will be assessed using the scoring matrix (see External Candidate Guidance at para 6) against the competencies job specific criteria as set out in the job description/job advert.  

If the volume of applications is high, the panel may only shortlist based on your responses to the 3 job specific criteria. Please note, you still need to provide a written response in relation to the 4 competencies and the 3 job specifics to successfully pass the shortlisting stage.

You will be notified of the outcome via the on-line system.   


Interviews: 

Interviews will be held virtually over Microsoft Teams.  If for any reason you are unable to undergo an online interview please let us know and we can seek to make alternative arrangements where possible.  

If you are a disabled person, have an impairment or health condition, are neurodivergent or if you use BSL and wish to request a reasonable adjustment or alternative arrangements please contact us by sending an email to CIWHR@gov.wales.

Successful candidates will be matched to a role in either in CIW or HIW based on their skills, experience and geographical location. A full job description of the role successful candidates are matched to will be provided at offer stage.

A reserve list will be held which will allow candidates on the reserve list to be appointed into a Team Support Officer role within 12 months of the initial offer should a suitable post matching their skills and location, become available. Candidates on the reserve list will be offered positions based on merit order.

Other Information

  • Unless stated otherwise in ‘actual starting salary’, all candidates will start at the minimum of the pay scale being appointed to (this includes existing civil servants).This is not negotiable.
  • Unless stated otherwise in ‘type of opportunity’, this recruitment advert is not open on a Loan or Secondment basis.
  • For more information on the eligibility criteria and terms and conditions for Loan and Secondment positions in Welsh Government, please see external recruitment candidate guidance.
  • Unless stated otherwise in ‘Location of Post’ the role/s recruited to via this campaign can only be worked in the UK, not overseas.

This is a joint recruitment campaign between Healthcare Inspectorate Wales (HIW) and Care Inspectorate Wales (CIW).

 

Healthcare Inspectorate Wales has 4 team support vacancies. All posts will be based in the Welsh Government Merthyr office.

 

Care Inspectorate Wales has 6 team support vacancies available at the time of advert but this may increase by the time of offer. These posts may be based in the Welsh Government Merthyr Tydfil, Carmarthen or Llandudno Junction office.

 

CIW and HIW are operating a hybrid approach to working - known within Welsh Government as 'Smart Working'; this includes a blend of home and office-based working to fit around your commitments and the needs of the business.

 

BEFORE APPLYING FOR THESE ROLES PLEASE ENSURE YOU READ and FULLY UNDERSTAND THE WELSH GOVERNMENT EXTERNAL RECRUITMENT GUIDANCE

 

Welsh language skills are not essential for these roles. We encourage applications from Welsh speakers and non-Welsh speakers to apply for these posts.

Flexible Working - We offer flexible working arrangements to help you get the right work/life balance. 

Annual Leave - Welsh Government offers 31 days annual leave if you work full-time, pro rata for part-time (e.g. 4 days = 25 days).

Bank Holidays - Full-time employees receive 10 days public and privilege holidays a year, pro-rata for part-time.

Salary - We are a Living Wage employer with incremental pay scales. We also have an equal pay structure, regardless of age, marital status, disability, race, religion or belief, or gender identity. Further information can be found here. https://gov.wales/welsh-government-pay-policy-statement-2020

Travel and Subsistence - The Welsh Government will reimburse employees for necessary, additional costs incurred on travel and subsistence whilst undertaking official business travel away from the normal office base.  Expenses which could have been avoided by better planning or which were otherwise unnecessary to the official purpose of the visit will not be reimbursed.

Pension - Further information about the Civil Service Pension scheme can be found here: https://www.civilservicepensionscheme.org.uk/

Equality, Diversity and Inclusion - Welsh Government values and supports all its employees. We have strong and proactive staff networks and diversity talent programmes to help everyone, irrespective of background, to achieve their full potential.

Learning and Development - Everyone in Welsh Government is supported to develop their skills and capabilities, which includes access to learning and development with world-class providers.  CIW and HIW are committed to Learning and Development and ensure our staff have a minimum of 5 days learning per year.  This is supported by a tailored learning programme for CIW and HIW employees. 

Induction - All new starters receive Induction as an employee of Welsh Government.  This is supported by a tailored induction programme for CIW and HIW employees.

Civil Service Code - The Civil Service Code sets out the core values and standards expected of all civil servants: integrity, honesty, objectivity and impartiality.  All Civil Servants are expected to conduct themselves in accordance with the Civil Service Code, https://beta.gov.wales/civil-service-code

CIW Core Values - Our core values ensure people are at the heart of everything we do and aspire to be as an organisation.

        Caring: we are compassionate and approachable

        Fair: we are consistent, impartial and inclusive

        Integrity: we are honest and trustworthy

        Professional: we are skilled, knowledgeable and innovative

        Respect: we listen, engage and value people

HIW Core Values - We place people at the heart of what we do. We are:

        Independent: we are impartial, deciding what work we do and where we do it

        Objective: we are reasoned, fair and evidence driven

        Decisive: we make clear judgements and take action to improve poor standards and highlight the good practice we find

        Inclusive: we value and encourage equality and diversity through our work

        Proportionate: we are agile and we carry out our work where it matters most

For HIW: HIW@gov.wales For CIW email : CIWHR@gov.wales

How to apply

All applications for this vacancy should be made online via the Welsh Government's online application system.  If you have an impairment which would prevent you from applying on-line, please e-mail SharedServiceHelpdesk@gov.wales request an application pack in an alternative format, or to request a reasonable adjustment related to an impairment in order to submit your application.

To apply, you'll need to have an account on our online application system.  Click the 'Apply' button below, and you'll be asked to 'Log in' if you already have an account, or 'Register' if you don't yet have an account.  Registration takes just a few minutes to complete.  You'll need an e-mail address to be able to register.  Once you've registered for an account and logged in, you'll be taken to the online application form, which you'll need to fully complete and submit before the deadline on the closing date.  

If you’d like to apply for this vacancy in Welsh, please use the ‘Newid Iaith / Change Language’ link at the top of this page, to take you to the Welsh version of this advert, from which you can apply in Welsh.

For further information regarding the Welsh Government recruitment process, please see the Recruitment Guidance for External Candidates (link).

When evidencing your suitability for the post, it is recommended that you refer to the Civil Service Competency Framework (link)

Grievance and Complaints

Anyone who believes they have been treated unfairly, or has a grievance or complaint, about how the process was conducted should either write to the Head of Resourcing, Welsh Government, Cathays Park 2, Cardiff CF10 3NQ or email SharedServiceHelpdesk@gov.wales.  If you are unhappy with the outcome of the complaint raised with the Welsh Government and feel that the principles of appointment on merit through fair and open competition have not been met you have the right to pursue your grievance with the Civil Service Commission.