Private Office and Executive Office Team Support (Temporary)

Welsh Parliament; Cardiff; On-site; GBP 25,000 - 30,000; Full time

Job summary

A public institution in Wales is seeking an Administrative Support Officer to provide key services to the Presiding Officers and Directors. The role requires strong interpersonal skills and the ability to work bilingually. Responsibilities include managing schedules, organizing events, and maintaining records. A salary of £25,725 plus pension contributions and benefits are offered. Applications close on September 2, 2025.

Benefits

Civil Service Defined Benefit Pension

Flexible working options

Learning and development opportunities

Inclusive workplace culture

Qualifications

• Excellent oral communication and interpersonal skills.
• Attention to spelling and grammar; ability to meet tight deadlines.
• Understanding of using Microsoft packages.

Responsibilities

• Provide general administrative and logistical support.
• Organise team meetings and take minutes.
• Manage electronic inbox and calendar.
• Maintain effective filing and record-keeping systems.
• Arrange travel and accommodation as necessary.
• Process purchases and expense claims.

Skills

Interpersonal skills

Attention to detail

ICT skills

Judgement

Tools

Microsoft Excel

Microsoft Office

Microsoft Word

Job description

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. The successful candidate will have excellent interpersonal skills; have a focus on customer service and getting the job done; will be organised, with effective and efficient administrative skills; and will adopt a positive and flexible approach to their work. This will require working from the Tŷ Hywel Building in Cardiff Bay in order to meet business needs whilst working from home at other times (if preferred)., Typical duties will involve:

• Providing general administrative and logistical 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.
• Dealing with telephone and email enquiries promptly and efficiently.
• 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.
  
  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-routine text (Level 3) These skills will be assessed as part of the selection process.

Alongside your salary of £25,725, Welsh Parliament contributes £7,452 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides. + 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 employer contribution of 28.97%, Candidates are required to complete an application form through our recruitment portal addressing the job specific and desirable criteria. Closing Date for applications: 23:59 2 September 2025. Your application must be submitted before midnight on the closing date. Feedback will only be provided if you attend an interview or assessment.Security Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window). 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.Medical Successful candidates will be expected to have a medical.Nationality requirements Open to UK nationals only.Working for the Civil Service The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.