Private Office and Executive Office Team Support - Cardiff Bay, United Kingdom - Welsh Parliament

Welsh Parliament

Verified Company

Cardiff Bay, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Details:

Reference number:

Salary:

- £21,475 - £25,303
Job grade:

Administrative Officer
Team Support
TS
Contract type:
Permanent
Business area:
WP
Commission and Member Support Service (CAMS)
Type of role:
Administration / Corporate Support
Working pattern:
Flexible working, Fulltime
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

Senedd, Ty Hywel, Cardiff BayAbout the job

Job summary:

This post is an exciting opportunity to work in a busy environment at the heart of the Senedd.

The post holder will provide key central services and administrative support for the two teams, and you will need to be able to work bilingually.

The role can be varied, you will need to be able to prioritise a busy workload and work to set deadlines whilst remaining calm and responsive to the needs of others.

You will be a key point of contact for colleagues across the Senedd Commission as well as Senedd Members, and will need to develop effective working relationships with them.

Job description:

Typical duties will involve:

Providing general administrative and logístical support, such as organising hospitality, room bookings, car parking and visitor passes, receiving guests and supporting arrangements for international/VIP visits. Helping to arrange and support activities and events managed by the teams as needed.
Supporting and arranging team meetings (organising, taking minutes, noting and following up actions)
Managing the Private Office electronic inbox and calendar appropriately identifying and logging actions and arranging meetings as required.
Maintaining effective paper and electronic document filing and retrieval systems and recordkeeping, in accordance with the Information Asset Register / Retention Schedule.
Maintenance and monitoring of the teams' contribution to the Senedd's Internet and Intranet sites, including the registration and publication of gifts and hospitality and posting news items.
Arranging travel and accommodation needed, within relevant guidelines.
Processing purchases, the payment of invoices and expenses claims.
Providing a professional and responsive interface with the rest of the organisation, maintaining effective working relationships with key teams, and being the first point of contact in some instances (eg liaison with Senedd Security and Police Unit);
Monitoring data for KPIs and maintaining records across teams.
General administrative and office duties, including printing of papers, monitoring, ordering and keeping tidy the stationery supplies.
Providing office cover as required.

Person specification:

Job Specific criteria:

-
Interpersonal skills:Excellent oral communication and interpersonal skills with the ability to work with a range of people at all levels in a way that builds their trust and confidence.
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Accuracy: Attention to detail, with excellent spelling and grammar, working accurately to tight deadlines along with effective organisational and administrative skills.
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Knowledge and Experience: An aptitude for ICT, in particular knowledge and understanding of using Microsoft packages such as Excel, Office and Word.
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Judgement: Ability to deal with confidential and sensitive information appropriately, and knowing when to escalate issues.

Welsh language criteria:

The language skills for this post have been assessed as follows:

Listening:Understand most job-related routine and non-routine discussions and instructions. (Level 3)

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Speaking: Able to hold an extended conversation with a fluent speaker on most job-related routine and non-routine matters. (Level 3)
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Reading: Understand most job-related routine and non-routine text when standard language is used. (Level 3)
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Writing: Able to write job-related routine and non-routine text (Level 3)

These skills will be assessed as part of the selection process.
For further information on the Welsh language levels, please visit our website

Benefits:

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 average employer contribution of 27%

Things you need to know

Selection process details:

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

Security:

See our vetting charter (opens in a new window).
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 Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the