Job Description

Details

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Reference number

433887

Salary

29,657 - 33,748
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Executive Officer

Contract type

Permanent

Business area

First Minister's Group

Type of role

Administration / Corporate Support

Working pattern

Full-time

Number of jobs available

3

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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Cardiff. Ty Hywel and Cathays Park. To work flexibly as part of a team and to agree office days to support Ministers with line manager.

About the job

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Job summary

As we look ahead to Senedd reform, it's an exciting time to join Welsh Government at the centre of decision-making.

Private Office roles offer a unique opportunity to work directly with Ministers in a fast-paced, high-profile environment. They're a valuable step in any public service career, offering insight into how government operates and how policy is shaped.

Job description

Purpose of the Role

To support the effective running of the Private Office, you'll work under the direction of a Private Secretary and take responsibility for one of the following key roles:

Assistant Private Secretary

: the day-to-day handling of advice and briefing to Cabinet Secretaries and Ministers. The role requires real agility and multitasking as it can flex depending on business needs. You need to be someone who can build strong personal relationships, deliver results, demonstrate excellent judgement, show strong attention to detail, and work collaboratively with others.

Diary Secretary

: Ensuring the Cabinet Secretary/Minister's day runs efficiently and their time is effectively managed, as well as being able to co-ordinate their briefing and effectively manage correspondence. This vital role requires outstanding interpersonal skills, attention to detail, and the ability to prioritise multiple tasks in a fast-paced and dynamic environment.

Person specification

Non-comprehensive list of responsibilities below:

Engage and work effectively with the Minister, Senior Officials, lead policy colleagues, Private Office colleagues, Special Advisers, Press Office, Constituency Staff and external contacts;


Provide support to the Minister in the preparation of work for Senedd Business relating to the Ministerial portfolio;

Inbox management - support with managing the incoming mailbox communications and other correspondence. Prioritise matters that require the respective Cabinet Secretary/Minister's attention.

Assist in providing clear and accurate responses to enquiries relating to the Ministerial portfolio;

Accompany the Minister on official engagements, occasionally involving overnight stays;

Attend meetings with the Minister, keeping a note of the meeting and ensuring all relevant action points are followed up;
Provide effective support to the Diary Secretary when required.

Diary Secretary

Manage the diary, schedule meetings and appointments, ensuring efficient time management and prioritisation of Cabinet Secretary/Ministers commitments. Commissioning material for engagements, ensuring briefing and speeches are received in good time and are fit for purpose; Preparing day folders containing everything the Cabinet Secretary/ Minister needs for that day; Ensuring the Cabinet Secretary/Minister is appropriately briefed and gets to meetings and engagements on time; Organise domestic and international travel arrangements, including flights, accommodation, transportation and itinerary planning Developing a working relationship with Senior Officials, lead policy colleagues, other Private Offices, Special Advisers, Press Office, the Police Unit, constituency staff and external contacts; Providing support to the Cabinet Secretary/Minister whilst out on engagements, when required; Greeting external visitors and escorting them to meeting rooms; Provide support to the Assistant Private Secretary as required.

Assistant Private Secretaries and Diary Secretaries provide vital direct support to Cabinet Secretary/ Minister and successful candidates will be able to demonstrate an ability to work effectively in a challenging and high-profile environment. Both roles demand excellent organisation and communication skills, and the ability to build relationships across the portfolio more widely. and work confidently with officials at all levels. Key to success will be your ability to remain calm when busy, think quickly on your feet, prioritise and be flexible with your workload, work independently and exercise strong judgement with an eye for detail.

Behaviours

We'll assess you against these behaviours during the selection process:


Making Effective Decisions Managing a Quality Service Developing Self and Others Delivering at Pace

Benefits

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Alongside your salary of 29,657, Welsh Government contributes 8,591 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.Learning and development tailored to your role An environment with flexible working options A culture encouraging inclusion and diversity A Civil Service pension with an employer contribution of 28.97%

Things you need to know

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Selection process details

This vacancy is using Success Profiles , and will assess your Behaviours and Experience.

The Use of Artificial Intelligence (AI)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our AI candidate guidance for more information on appropriate and inappropriate use.

Selection Process and Stages

Welsh Government, like all other Government Departments use Success Profiles when we recruit. For each role we consider what you will need to demonstrate to be successful. This gives us the best possible chance of finding the right person for the job. It raises performance and improves diversity and inclusivity.
The selection process and stages are:

Number of Stages:

2 stage process

Stage 1 Application Form


Stage 2 Interview

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles. In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Experience 1. Candidates who pass the initial sift will be progressed to a full sift. In the event of two or more candidates having the same total score at interview the panel will consider : Experience 1, if still tied then revert to highest score on Delivering at pace

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check .



See our vetting charter .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:


UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries who have the right to work in the UK nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.



We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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This vacancy is part of the Great Place to Work for Veterans initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

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Job contact :

Name : Private Office Email : Swyddi.Jobs@llyw.cymru
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Recruitment team

Email : SharedServiceHelpdesk@gov.wales

Further information

Recruitment principles and complaints




We recruit by merit on the basis of fair and open competition. Please see the Civil Service Commission's recruitment principles on the Commission's website.




If you feel your application has not been treated in accordance with these principles and wish to make a complaint please email complaints@gov.wales. Please ensure that you refer to the vacancy reference number.




If you are not satisfied with the response you receive from the Welsh Government, you can contact the Civil Service Commission: info@csc.gov.uk