Administration support – Private Office

The Welsh Government operates name-free recruitment. The recruiting panel will not see personal information such as a candidate's name and address during the sifting process. This policy is in line with our commitment to end bias and promote equality and diversity.

Vacancy title

Administration support – Private Office & Cabinet Secretariat x 4 - Welsh Essential

Closing date

05/11/2025, 16:00

Advertising basis

Permanent

Actual starting salary

£24,421

Salary range or pay band

Team Support £24,421 to £28,246

Allowances

No

Work pattern

Full time (applications are welcome from people who work part time, as part of a job share or who work full time)

Group

First Minister's Group

Directorate

Cabinet Office

Branch

Private Office

Location (s)

Cardiff

Main office base

Other

Specific Location

Office attendance will vary depending on the specific responsibilities of the role. We encourage staff to attend one of our Welsh Government offices weekly to foster connection with colleagues and the wider organisation. While many roles will be based in Cardiff (Ty Hywel and Cathays Park), a proportionate number of positions will also be available across other Welsh Government offices.

Purpose of post

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.

Purpose of the Role

To provide effective, day-to-day administrative and strategic support to a Welsh Government Minister, as a key member of a small, high-profile Private Office team. This fast-paced role sits at the heart of government, offering a unique opportunity to work closely with Ministers and senior officials. The postholder will play a vital role in managing communications, coordinating priorities, and ensuring the smooth running of Ministerial business, while developing valuable insight into how government operates.

Find out more

For further information on the benefits of working at Welsh Government and an insight into our Private Office and Cabinet Secretariat, please follow this link to our Microsite:

Careers in private office and cabinet secretariat | GOV.WALES

Key tasks

Specific tasks will vary depending on the ministerial portfolio and working arrangements. Typical tasks would be expected to include:

For Private Office Roles:

• Assisting the Diary Secretary with Ministerial diary management – including arranging meetings, booking refreshments, greeting visitors on arrival, assisting in managing the Diary Secretary mailbox.
• Preparation of the Minister's day folder of papers, ensuring that material is presented in a clear and orderly manner in line with ministerial preferences as appropriate to that day's activities.
• Confidently and courteously dealing with calls and email enquiries from Welsh Government colleagues, other government departments, senior figures in external organisations and members of the public.
• Supporting the private office team to manage the Minister's correspondence and Private Secretary inbox,
• Developing and maintaining knowledge of current issues affecting the Minister's portfolio and having an awareness of priority issues and political sensitivities.
• Maintaining clear and accurate records of ministerial engagements, gifts and hospitality received for quarterly publication
• Notifying Members of the Senedd and Members of Parliament of Ministerial engagements in their constituency areas.

For Correspondence Roles:

• Accurately sort post and e-mail correspondence – identifying constituency, diary, for information and Ministerial post that requires a response and direct appropriately
• Determine whether letters should be answered by the Minister or officials
• Record correspondence for response on the correspondence database
• Allocate correspondence to the relevant policy division for draft response, checking with officials if necessary.
• Prepare returned draft replies for the Minister's clearance in line with the Minister's stated preferences
• Commission amendments as requested by the Minister
• Monitor numbers of and types of redraft and amend Ministerial individual guidance as necessary
• Commission amendments as requested by the Minister
• Ensure that drafts, and re-drafts, are received from officials within the allocated deadline
• Issue final replies
• Answer simple queries on correspondence handing, both by e-mail and by telephone.
• Liaise with policy officials as necessary to identify and resolve any issues with regards to correspondence handling.

Development opportunities

The post offers opportunity to develop organisational and communication skills in a high profile team. It offers opportunity to work closely with Ministers and senior leaders across Welsh Government and externally, and an excellent grounding in the workings of government, the civil service and the Senedd.

Other vacancy related information

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles

Due to the operational requirement of the role, we can accommodate a minimum of 30 hours per week part time working.

In the event of a large number of applications, an initial sift will be conducted against the lead assessment criterion: Delivering at Pace. 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 : Delivering at pace, if still tied then revert to highest score on Managing a Quality Service.

Candidates may indicate a preferred location; however, all appointments will be made strictly in merit order.

Welsh language skills are essential for this role. Candidates may complete their application form in either English or Welsh. However, please ensure your response to the 'Working Together' criterion is completed in the alternative language to your main application, as the panel requires evidence of written competence in both English and Welsh. Similarly, at interview, the 'Working Together' question will be asked in the alternative language to assess listening, understanding, and speaking skills.

Vetting level

CTC - Candidates applying for a role that requires CTC clearance must have normally resided in the UK for a minimum of 3 years out of the last 5

Number of posts

4

Contact point for further information regarding the post