Vacancy -- Personal Assistant to Deputy Director, Legal Services - Health & Social Care

To provide an efficient and effective support service to Deputy Director of Legal Services, and to provide covering support for the Director of Legal Services and other Deputy Directors as the need arises. The post holder will be an effective and efficient link between the Deputy Director, the Director of Legal Services, other Deputy Directors, other Directors within the Welsh Government, relevant subject teams of lawyers within Legal Services, Policy Divisions of the Welsh Government, and the wider Welsh Government. The post holder will also work as part of a team with the EA and other PAs within Legal Services and the wider PA Group Profession.

• Handling of any incoming and outgoing mail/post for the Deputy Director;
• Proactive management of Deputy Director’s diary;
• Managing the Deputy Director’s emails in discussions with the Deputy Director. Monitoring and ensuring appropriate action taken if Deputy Director is absent/unavailable - sorting and printing where appropriate;
• Operate pending and “Bring Forward” (B/F) systems to ensure that all deadlines for out-going and in-coming business is met;
• Preparing the Deputy Director’s Day Folder – which includes preparing the Deputy Director’s papers for the following day (printing, collating and preparing papers, preparing travel documents/details, etc);
• Internal distribution/co-ordination of papers for information or comment;
• Arranging and booking travel arrangements – including hotel accommodation, rail tickets, flights, hire cars etc;
• Typing – audio and copy typing. This includes typing, printing, photocopying and dispatching of correspondence and may specifically include preparation of legal documentation such as Statutory Instruments, Instructions to Counsel, Contracts etc;
• Drafting basic letters, minutes and holding/acknowledgement replies as required;
• Preparation of Power Point presentations and Excel spreadsheets
• Arranging meetings and training events including booking venues/catering, equipment etc;
• Assisting in the organisation of internal events, e.g. registration of delegates, trouble-shooting, as required.
• Meeting visitors and arranging passes, car parking and refreshments as required;
• Taking minutes of meetings as required;
• Receiving telephone calls, taking messages and re-directing when appropriate;
• Filing and information management, including maintaining up-to-date filing system/file lists and appropriate iShare Folders;
• Carrying out other administrative tasks for the Director, Deputy Directors or LS lawyer teams from time to time if dedicated administrative resources are insufficient to meet demand at that time.
• Working with the Deputy Director of Legal Services and HR Business Partners in the planning and organisation of Departmental recruitment/secondments as required.
• Supporting the Deputy Director in relation to matters on Brexit.

This post offers significant opportunities for developing organisational and communication skills, gaining a wide understanding of the work of a fast-moving subject area whilst interacting with a wide range of people at all levels within the organisation. The potholder will also have an opportunity to work alongside the Executive Assistant within the Directorate.

27/02/2020, 16:00

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:

• UK Visas and Immigration - GOV.UK

• Nationality rules – GOV.UK

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.

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.

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

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.

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.

• 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.

All applications for this vacancy should be made online via the Welsh Government's online application system.  If you have a disability 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 a disability 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)

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.