Vacancy -- Private Office Administrative Support, Cardiff Bay, Cardiff x5

Recruitment Principles

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.

Vacancy Details

Office of the First Minister and Brexit Group
Cabinet Division
Team Support - £20,000 - £23,250
£20,000
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Fixed term
Fixed term for up to 2 years, with the possibility of permanency
Cardiff
tbc

Purpose of Post:

 To provide administrative support to Ministerial Private Offices in all aspects of its work.

 Cabinet Division plays a pivotal role in the heart of the Welsh Government. Its purpose is to ensure the delivery of an efficient and effective service to Ministers. These posts form part of Ministerial Private Office teams which will give successful candidates the opportunity to learn and develop key administrative skills in a unique environment.

Key tasks:

You will be responsible for:

  •  Organising both internal and external meetings and engagements
  • Ensure that meetings/engagements are recorded accurately in the Ministerial diary
  • Commissioning, printing and dispatch of papers as required  
  • Arranging travel and hospitality
  • Greeting both internal and external visitors
  • Recording all incoming items of correspondence in the electronic database
  • Allocating correspondence received for draft response, and arranging replies for the Minister within allocated deadlines
  • Commissioning amendments to draft responses, as requested by the Minster
  • Preparing returned replies for the Minister’s clearance

You will be expected to provide support for colleagues as and when required.

Development opportunities:

These posts provide an excellent opportunity to work closely with Ministers and to gain a wide knowledge of how the Welsh Government operates. They also provide the post holder with an excellent overview of the Welsh Government and its wide range of functions and responsibilities.

Closing Date:

29/11/2019, 16:00

Disability Confident

Welsh Government accepts the social definition of disability, in which it is recognised that barriers in society act to disable people who have impairments or health conditions or who use British Sign Language. We are committed to removing barriers so that all (or potential new staff) can perform at their best. The Equality Act 2010 uses the medical definition of disability (“a physical or mental impairment which has a substantial and long-term impact on a person’s ability to carry out normal day to day activities”).

We guarantee to interview anyone who is disabled whose application meets the minimum criteria for the post. By ‘minimum criteria’ we mean that you must provide us with evidence in your application which demonstrates that you generally meet the level of competence for the role and any qualifications, skills or experience defined as essential. We are committed to the employment and career development of disabled people.

If you have an impairment or health condition, 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 support you 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 your requirements and any questions you may have.

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

Competency behaviours required for the role

Leading and Communicating – Act in a fair and respectful way when dealing with others.
Collaborating and Partnering – Proactively contribute to the work of the whole team.
Managing a Quality Service – Act to prevent problems, reporting issues if necessary.
Delivering at Pace – Work in an organised manner using own knowledge and expertise to deliver on time and to standard.

Job specific criteria

Excellent communication skills both written and verbal

 

The ability to work both on your own initiative, and as part of a small team
Excellent organisational skills particularly when working under pressure

Assessment Process

Other Information

Guidance on how to apply for these posts;

You are required to provide evidence against ALL competency and job specific areas for the role.   You should do this by drawing on your past experience, knowledge and achievements to provide examples which demonstrate how you meet the criteria.

 When choosing examples for the competencies please consider the following;

  • Ensure the examples are presented as succinctly as possible and do not exceed the word limit (300 words for each competency)
  • Draft in clear language that is grammatically correct including spelling
  • Don’t get caught up in story telling in your example Just give enough to show – how you want about the task; why you did it the way you did; and describe any obstacles you encountered
  • Avoid using jargon, abbreviations or specialist terms      
  • Make sure you include how you overcame any problems
  • Don’t forget to include results to show how your actions were effective
  • Structure your answers, the STAR approach may help you to present your evidence by providing structure and focus to your examples. The STAR approach includes

 Situation – briefly describe the context of your role

Task – the specific challenge, task or job that you faced

Action – what you did, how and why you did it

Result – the outcomes and what you achieved through your actions  

Elaine Dyer - elaine.dyer@gov.wales - 03000258952

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 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 civil service competency guidance. Please contact the shared service centre on SharedServiceHelpdesk@gov.wales to request an electronic copy of this.

This vacancy is closed to applications.