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

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
Legal Services
Team Support - £20,000 - £23,250
The starting salary for suitably qualified and experienced candidates will be £23,250; for candidates who have PA experience but no relevant qualification the starting salary will be £20,000. Candidates who have no relevant qualification will be required to undertake a qualification within 6 months of starting in the post. When successfully qualified the salary will rise to £23,250.
Full time (applications are welcome from people who work part time, as part of a job share or who work full time)
Permanent
Cardiff
tbc

Purpose of Post:

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.

Key tasks:

  • 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.

Development opportunities:

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.

Closing Date:

27/02/2020, 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 - Write clearly in plain simple language and check work for spelling and grammar, learning from previous inaccuracies
Collaborating and Partnering - Proactively contribute to the work of the whole team
Delivering at Pace - Work with energy and pace to get the job done
Building Capability for all – Find ways to learn and personally improve in the completion of day-to-day tasks

Job specific criteria

Experience of working as a PA and preferably qualified to ECDL, RSA, Pitman Diploma or equivalent – or willing to undertake a relevant qualification within 6 months of taking up the post. The postholder should possess excellent organisational skills and the ability to prioritise tasks so as to manage workload effectively, particularly under pressure.
Excellent interpersonal and communication skills at all levels - employing tact and diplomacy with the ability to develop good working relationships, internally and externally.
Ability to make sound decisions, being aware of sensitivities and maintaining the utmost degree of confidentiality at all times.  Complete discretion is particularly important for this post.

Assessment Process

Applications will be sifted, successful candidates will be then invited to interview

Other Information

Julie Sandy - julie.sandy@gov.wales - 0300 025 0870/ Joanna Evans - joanna.evans@gov.wales - 0300 061 5691

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)