Executive Assistant to CEO

3 weeks ago

Wales, United Kingdom Centre for Digital Public Services Wales (CDPS Wales) Full time

**Location**: Wales. Remote but will be expected to attend some in person meetings to support CEO activities

**Term**: This is a permanent role for the remainder of this Senedd term with an option to extend in future
This role is available as a secondment for Welsh public sector employees. Please follow your own organisation’s policy around informing and getting permission from line managers.

The ability to speak and write Welsh at Level 3 is desirable.

**Applications may be submitted in Welsh and will not be judged less favourably than those submitted in English. Summary About the Centre for Digital Public Services (CDPS)**

The Centre for Digital Public Service (CDPS) was set up to support the design and delivery of better public services in Wales.

We are an arm’s length body of Welsh Government and, together with the Chief Digital Officers in Health, Welsh Government and Local Government, we are responsible for delivering the Digital Strategy for Wales.

We are here to support Wales to design and deliver better, sustainable digital public services. We will
- Support organisations to design and deliver better digital public services that are simple, secure and easy to use.
- Demonstrate what good looks like through delivering exemplar projects and initiatives.
- Set and own Wales’s agreed standards for digital public services
- Attract great people to work in digital public services in Wales

We’re creating a blended team of digital experts made up of permanent staff, fixed term appointments, secondments from the Welsh public sector and suppliers to work together to deliver our aims.
The role

We are looking for an executive assistant to support our joint CEOs. You will help support their working patterns and provide administrative support. You will be required to work with little supervision when supporting the CEO in their duties. As well asthis you will have the opportunity to set up new processes and procedures to ensure both the smooth running of the Chief Executive’s office and effective working of its commitment to the Welsh public sector.

**What you’ll do**
- Act as first point of contact for the Chief Executive, answering queries and allocating actions to relevant team members
- Work closely with key stakeholders and partners such as Ministerial private office staff.
- Manage a fast moving diary to ensure proper and efficient use of time. Ensure sufficient resource is allocated to tasks to enable the Chief Executive to deal with urgent and important matters.
- Arrange meetings and events with internal and external colleagues. This is likely to involve preparing papers / briefings for the Chief Executive ahead of meetings, taking notes / minutes, follow up any actions as required and make for travel and accommodationarrangements.
- Commission any briefing/information/responses required by the Chief Executive and quality assure draft replies/briefings etc. before submitting to the Chief Executive.
- Work with Business Manager to provide secretariat and administrative support for all Board meetings.
- Action corporate commissions and other asks for information
- Attend Senior Leadership meetings, taking minutes and actions, allocating and tracking tasks. Disseminate relevant information across the organisation as appropriate.
- Work across the organisation to ensure a commitment to accurate and continuous planning; coordinate and monitor plans across the organisation for discussion with CEO.
- Provide ad-hoc support across the organisation particularly to senior members of staff who require support to undertake their duties.
- Attend important events with CEO, taking a note of any actions and ensure completion.
- Remain aware and sensitive to emerging issues within the organisation highlighting them to the Chief Executive Officer as appropriate.
- Have an understanding of GDPR legislation and ensure all documents are stored securely and to best practice

**Who you are**
We want to hear from people with skills in
- Executive support, ideally within a fast-paced public service environment
- Proficient in Office 365
- Using your own judgement to make sound decisions, being aware of sensitivities and maintaining a high degree of confidentiality
- Good time management and the ability to work autonomously.
- Communication: able to persuade, negotiate, influence, network; and collaborate
- Getting to the heart of an issue quickly and clearly
- Understanding of the political and social landscape of Wales
- An understanding of digital services within the public sector is desirable

**You should be**
- Naturally curious - you keep on top of your own learning and development and are up to date with the latest techniques and trends in your field
- Discrete, alert to political sensitivities and mindful of where CDPS sits in the Welsh public sector landscape.
- Committed to the development of improved digital services across Wales

**Career Development Opportunities**
- Gain an understanding of exemplary user-centred digital transformation activities across all sectors of public services
- Develop organisational and communication skills in a high profile area liaising and interacting with stakeholders at a very senior level across the whole of the Welsh public sector.

**Benefits**
- Generous holiday entitlement - 28 days annual leave plus public holidays
- 37.5-hour week for all full-time team members
- Flexible working policy
- Enhanced contribution to our workplace pension

The covering letter should be no more than two sides of A4. Please provide evidence in the letter of your suitability for the role, based on our "Who You Are" section and explain why you are interested in the position and where you saw the job advertised.

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