Vacancy -- Personal Assistant to Deputy Director, Legal Services - Health & Social Care
Purpose of Post:
- 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.
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.
Competency behaviours required for the role
Job specific criteria
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 the Civil Service Competency Framework (link)