• Location: Cardiff, Cardiff, CF24 5JW
  • Subject: Executive Officer
  • Hours: Job Share
  • Contract: Fixed Term
  • Salary Type: Annually
  • Salary Range: £25,860 - £29,430
  • Language: Welsh
  • Closing Date: 10 October, 2022 10:00 AM

This job application date has now expired.

Executive Assistant (Welsh essential)

Executive Assistant (Welsh essential)

As an Executive Assistant, you will provide a secretariat function and support to senior managers and various management groups, boards and committees. The role will include coordinating complex diary management, support for meetings, travel coordination, expenses and inbox management. You will make use of both your Welsh and English language communication skills in this bilingual role.

Our Executive Assistants work closely with our senior team and people across Estyn. In this job share, you will be involved in a range of activities including:

• Provide direct support to designated Directors and the Chief Inspector
• Provide secretarial support for meetings - including programming meeting times and dates, collating and distributing papers, taking minutes and managing actions
• Manage and co-ordinate designated Directors’ / Chief Inspector’s calendars, emails, correspondence, travel arrangements and subsistence claims
• Manage domestic arrangements for meetings and committees
• Update documentation relating to non-executive directors’ expenses and payments
• Coordinate information and papers for consideration and presentation by management
• Support the administration of Child Protection log and related tasks, including directing safeguarding alerts to the safeguarding lead officers
• Support the management of team update meetings in relation to safeguarding
• Support management in the collation and proofing of corporate documents
• Administer statutory proposals on school re-organisation
• Support project management, including servicing advisory group meetings, project team meetings and Away Days

You will:

• enjoy the challenge of a varied workload
• have a good track record of managing multiple tasks to meet deadlines
• have excellent communication skills (spoken and written)
• be confident in the use of IT
• work collaboratively and flexibly
• be able to work in a changing environment

Our people come from a wide range of backgrounds. You may have worked in a large or small organisation, in a Welsh or bilingual environment, the public or the private sector. You may be looking for a new challenge or returning to work after a break. This is an excellent opportunity to gain experience in a Civil Service department and enhance your skills. You will have access to learning and development opportunities that will help you to develop your skills and career.
It’s essential that you:

• have excellent communication, literacy and numeracy skills
• are confident in using IT systems, including Microsoft Office
• are organised with good time management skills, and able to prioritise work and complete tasks within agreed timescales
• are approachable and able to form effective working relationships, including with senior managers and externally
• can work flexibly across tasks and respond to urgent requests at short notice
• are proactive and solution focused, with a hands-on, can-do attitude
• can maintain high levels of trust and confidentiality
• can work accurately and with attention to detail
• are able to work independently and use your initiative, while also working collaboratively with team members and other people in the organisation
• can use your Welsh language skills (written and spoken) to work bilingually

Key behaviours

• Seeing the big picture
• Communicating and influencing
• Working together
• Managing a quality service
• Delivering at pace

Hours of work – Up to 18.5 hours a week, excluding breaks. Cover is currently provided Monday, Tuesday and Wednesday. We are open to discussion around hours (within the maximum) and working days.

Location - Cardiff, where free car parking is available. We’re currently trialling hybrid working.