Private Office and Executive Office Team Support

**Details**:
**Reference number**:

- 422922

**Salary**:

- £25,725 - £29,400
- A Civil Service Pension with an employer contribution of 28.97%

GBP

**Job grade**:

- Administrative Officer
- Team Support

**Contract type**:

- Temporary

**Length of employment**:

- Temporary until 31 March 2026 - there may be a possibility of this role becoming permanent, but this is not guaranteed.

**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**:

- Location
- About the job
- Benefits
- Things you need to know

**Location**:

- Cardiff

**About the job**:
**Job summary**:
The Commission and Member Support Service (CAMS) provides secretariat support to the Presiding Officers, Chief Executive and Directors of the Senedd, and operational and professional development advice to 60 Senedd Members and their staff.

The Private Office team is the direct support team for the Presiding Officer (Llywydd) and Deputy, ensuring they are able to carry out their duties effectively. The team also delivers an international work programme hosting international visitors, and arranging outward delegations.

The Executive Office team provides executive support to the Chief Executive and Directors. The team also provides secretariat support to the Senedd Commission, the Executive Board, and Leadership Team as well as other boards, bodies or groups as requested. The team manages the CAMS financial and business continuity responsibilities and a number of other corporate activities.

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 record-keeping, 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:
1. 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.
2. Accuracy: Attention to detail, with excellent spelling and grammar, working accurately to tight deadlines along with effective organisational and administrative skills.
3. Knowledge and Experience: An aptitude for ICT, in particular knowledge and understanding of using Microsoft packages such as Excel, Office and Word.
4. 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)
Speaking: Able to hold an extended conversation with a fluent speaker on most job-related routine and non-routine matters. (Level 3)
Reading: Understand most job-related routine and non-routine text when standard language is used. (Level 3)
Writing: Able to write job-related routine and non-routi