Vacancy -- Corporate Services People Assistant

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

Education and Public Services
Healthcare Inspectorate Wales
Team Support - £22,150 - £25,620
£19,240
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Permanent
South East Wales
TBC

Purpose of Post:

To provide administrative support to the Corporate Services People Team.

Key tasks:

Post-specific tasks

  • To answer the telephone, screen and direct calls and deal with enquiries from the public and stakeholders, including making referrals to other members of HIW where appropriate.
  • Support inspection managers by sending out inspection letters, booking reviewers, assisting with pre visit arrangements, liaising with reviewers and booking accommodation, rail tickets, flights, car hire etc as required.
  • Secure Peer and Lay Reviewers to take part in inspections and reviews.
  • Follow-up inspection process by forwarding draft reports for comment on factual accuracy and liaising with Communications Team to arrange translation of report.  Scanning completed inspection workbooks into iShare.
  • To undertake secretariat duties for team meetings and appropriate stakeholder groups. Duties will include arranging meetings, agenda setting, circulating relevant papers, taking notes and ensuring all action is followed up.
  • Keep all the inspection team files and records up to date, including managing iShare.
  • Support peer and lay reviewer recruitment campaigns by recording and acknowledging applications and booking sift panels and induction/training sessions.
  • Keep peer and lay reviewer records up to date, including databases and managing relevant records on iShare.
  • Support Learning and Development for staff by monitoring induction process, overseeing mandatory training requirements. Support the arranging of training sessions and help draft monthly reports on Learning and Development for Senior Leadership Group.

Common tasks

To keep the team’s files and databases up to date

To assist in tasks such as:

  • booking venues and overnight accommodation
  • printing and collating papers
  • corresponding with internal & external stakeholders both verbally and electronically
  • taking notes, writing minutes and monitoring progress of actions

To undertake general administrative duties such as photocopying, filing, scanning and answering the telephone.

To undertake ad hoc tasks as and when required.

To uphold HIW's mission, purpose, role and values.

Development opportunities:

This is an important public-facing role for HIW and also delivers a wide range of important internal services to our staff and external reviewers.  Training will be available, either formal or desk-based, for all aspects of the role.

Closing Date:

30/01/2019, 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

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.

Desirable
Can read simple material on everyday topics with understanding
Can hold simple work-related conversations
Can understand basic conversations about everyday topics
Can write simple work-related correspondence

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

Understand what is required of them in their role and how this contributes to team and Departmental priorities.
Monitor and store critical data securely and accurately, confidentiality and responsibly.
Write clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies
Actively seek information from customers to understand their needs and expectations and manage information appropriately

Job specific criteria

Ability to provide a customer focused service to a range of people at all levels.
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.

Assessment Process

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.
Sam Brooks - 03000 256425

How to apply

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 to 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)

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.

This vacancy is closed to applications.