Job Description

Details

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Reference number

428076
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Salary

30,870 - 35,736
A Civil Service Pension with an employer contribution of 28.97%
GBP
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Job grade

Executive Officer###

Contract type

Temporary###

Length of employment

Temporary until April 2026. Although this position is temporary, there is a possibility of it becoming permanent but this is not guaranteed. This will be subject to satisfactory performance and head of service approval.###

Business area

WP - Commission and Member Support Service (CAMS)###

Type of role

Administration / Corporate Support###

Working pattern

Full-time###

Number of jobs available

1

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

About the job

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Job summary

This post is part of our Executive Office team. The team has responsibility for a wide range of administrative functions, which are aimed to coordinate the flow of business across the Commission and to realise effective communications between the senior team and the rest of the organisation. The team provides administrative and general support to the Commission's senior management team and decision making bodies including the Commission, Executive Board, and Leadership Team, as well as providing guidance and advice to staff across the Commission in relation to these responsibilities.


You will develop a good overview of the current business context and priorities, and will need to forward plan to ensure the provision of all necessary information. This will involve working with Directors and Directorates to co-ordinate, commission and deliver relevant and timely material and to resolve issues, escalating appropriately. Your role will involve managing the interface with Members of the Senedd, external stakeholders and staff. You will need to be able work across levels and functions with ease and diplomacy. You will be required to demonstrate firmness and tact in commissioning work from senior staff throughout the organisation, sometimes at short notice. You will also prepare well written briefings and initial drafts of reports or presentations for the Director(s).


You will bring excellent organisation to the provision of a timely, efficient and effective secretariat service to our decision making bodies, arranging meetings, managing agendas and taking minutes, proof reading and editing papers and providing advice on corporate processes. You will need to be professional and articulate in presentation and must have excellent verbal and written communication skills. An ability to be decisive and clear about what is needed is important in this role, as will be dealing with sensitive and confidential matters where necessary.


In addition you will support corporate activities and initiatives, under the leadership of the Head of CAMS, any of the CAMS team leaders and/or the Executive Office Manager. These duties will include supporting projects which have a significance for teams in CAMS, and some of the team's internal communication responsibilities, in particular relating to the intranet. The post holder will be expected to pro-actively deliver high levels of customer services, have strong organisational and effective communication skills, and to demonstrate a positive and flexible attitude, and a collaborative work ethic.

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Job description

Key tasks:

To support the Head of CAMS and the Executive Board Clerk in the provision of a timely, efficient and effective secretariat service to bodies such as the Senedd Commission, Executive Board, Leadership Team etc. This is likely to include, for example, managing agendas and taking minutes, proof reading and editing of papers; providing advice on corporate processes; commissioning/co-ordinating briefings for use by senior staff/Senedd Members; organising meetings; use of the Senedd Business Management System/Sharepoint for the collation and distribution of papers. To support corporate activities undertaken by the team, including making arrangements for corporate events, arranging meetings and taking notes or minutes, supporting some of the team's internal communication responsibilities (in particular relating to the intranet), To support needs of teams within the CAMS Service more widely in relation to project work and other administrative duties, eg financial, as needed. This would typically include ensuring that payment of invoices and claims follows proper process, applying the rules which apply to them, proper and accurate financial records are retained for audit purposes and that expenses relating to Members of the Senedd are published correctly. Other examples could include overseeing systems for hotel bookings and train travel or assembling expenditure information to inform financial forecasts. To provide comprehensive, efficient, flexible and proactive support to Directors in all aspects of their duties when required. Typically this involves understanding the Directors' priorities and working preferences to anticipate need, providing a professional and responsive interface with the rest of the organisation. Duties would involve overseeing the operation of the Directors' diaries and forward planning as appropriate to ensure the provision of all necessary information in advance; management of busy and fast-moving mailboxes and other communications on behalf of the Directors, using own initiative to ensure that requests are actioned promptly, and in communication and collaboration with colleagues, particularly the Executive Office team; and preparing briefings and initial drafts of reports and papers for the Director(s). ###

Person specification

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Job Specific criteria:

Interpersonal skills and sound judgement: You will need experience of working within a dynamic and complex environment and have an ability to understand and respond to different perspectives in a way that builds and maintains the trust and confidence of senior officials, including integrity in dealing with, and being aware of, sensitive and confidential matters and data. Prioritisation and Accuracy: Being organised and used to effectively managing multiple pieces of work and tasks concurrently - working accurately to tight deadlines, prioritising appropriately, keeping a cool head and maintaining high standards of service delivery. Knowledge and Experience: An aptitude for ICT, in particular Microsoft Office packages. Communication skills: Excellent written and oral communication skills. Team working: Ability to be effective as part of a small team in a customer focused environment and to work effectively and collaboratively across teams, services and directorates.
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Welsh language criteria:

This post requires Level 4 Welsh language skills. More details below:

Listening

: Understand discussions and instructions even on unfamiliar topics. (Level 4)

Speaking:

Able to speak and engage in discussion at length, confidently and without prompting. (Level 4)

Reading

: Understand correspondence, newspaper articles and reports aimed at fluent Welsh speakers. (Level 4)

Writing:

Able to write different types of texts in styles that are appropriate to the reader in mind. (Level 4)

These skills will be assessed as part of the selection process.


For further information on the Welsh language levels, please

visit our website.

Benefits

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Alongside your salary of 30,870, Welsh Parliament contributes 8,943 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

Candidates are required to complete an application form through our recruitment portal addressing the job specific and desirable criteria.



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.###

Medical

Successful candidates will be expected to have a medical.###

Nationality requirements

Open to UK nationals only.###

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.###

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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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 : Elin Roberts Email : Elin.Roberts@Senedd.Wales
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Recruitment team

Email : jobs@senedd.wales ###

Further information

https://senedd.wales/commission/work-for-the-senedd-commission/