PA to Executive Leadership Team / Senior Leadership Team

at  South Wales Fire and Rescue Service

STANDARD SERVICE REQUIREMENTS

• To attend in-house and external training courses as required.
• Any other duties commensurate with the grade and post.
• To co-operate fully with any scheme or pilot scheme that shall be

introduced within the department or across the Service.

• To implement the principles of the Service’s Equal Opportunities and

Diversity Policies and Welsh Language Schemes whilst carrying out the

above duties.

• To adhere to Health & Safety Legislation/Relevant Service Policies and

Procedures and to take reasonable care for the health and safety of
yourself and other persons who may be adversely affected by your
acts/omissions.

MAIN PURPOSE OF THE POST

To provide a confidential PA/Secretarial service to the Executive Leadership
Team and Heads of Service.

DUTIES AND RESPONSIBILITIES:

This job description refers to the principal duties and responsibilities of the
post. It does not necessarily list in detail all the tasks required to carry out
these duties and responsibilities. This job description will be reviewed as and
when necessary and at least annually to ensure it meets the Service’s
business requirements.
Duties and Responsibilities
1. To provide a confidential PA and secretarial service to the Chief Fire
Officer/CEO, Deputy Chief Officer, members of the Executive
Leadership Team (ELT) and Heads of Service (HoS), exercising
absolute integrity in respect of confidential matters with tact and
diplomacy.
2. To provide secretarial support to members of ELT/HoS in the absence
of their PA.
3. Handle confidential and restricted information and have knowledge and
understanding of national protective markings and security strategies.
Date JD Amended:- July 2024
4. To undertake and pass regular National Security Vetting Checks by
Welsh Government.
5. To maintain diaries for ELT/HoS to maximise use of available time
ensuring that s/he are aware of all pre-arranged day to day
commitments, and that appointments are kept.
6. Organise and manage diaries ensuring that time is allowed to deal with
regular workflow as well as following contingency time or urgent or
unplanned action.
7. Receive, prioritise and action telephone calls, personal enquiries and
callers, sometimes of a confidential, sensitive and difficult nature.
8. To provide a reception service for visitors to ELT/HoS, including
booking of resources as necessary.
9. To arrange transport and accommodation, prepare travel itineraries
and collate documents where appropriate for ELT/HoS and other
associated individuals, in preparation for attendance at conferences,
meetings and courses.
10. To process incoming mail and determine or undertake appropriate
actions.
11. Collate outgoing mail for members of ELT/HoS signature, ensuring that
it has been checked and is to an acceptable standard, whilst proof
reading correspondence, documents and reports to its final stage from
other internal sources.
12. Draft and format documents, correspondence, and replies to
correspondence on behalf of ELT/HoS to agreed deadlines.
13. To provide support to ELT/HoS in the preparation of reports and
undertake any research as required, including the preparation of Fire
Authority reports to the final report stage, presenting results in
appropriate format.
14. Maintain ELT/HoS inboxes, actioning where appropriate and ensuring
urgent emails are attended to.
15. To organise business meetings, prepare agendas, record and
disseminate minutes within strict deadlines, and if required, ensure
follow up action is taken. Attend meetings outside of Service area, as
required.
16. Plan meetings and record minutes and action sheets between
ELT/HoS and trade union representative bodies within strict deadlines,
ensuring signed, official records are kept
Date JD Amended:- July 2024
17. Set up critical incident meetings and briefings at very short notice,
record accurate actions ensuring actions are updated constantly as the
incident progresses.
19. Organise visits of high profile guests including Lord Lieutenant, High
Sherriff and Government Ministers, acting as the point of contact for all
Ministerial visits, liaising with the Minister’s office and Service staff to
ensure a successful outcome.
20. Collate returns to Welsh Government, ensuring all reports and
responses are accurate and received in time for deadlines for officers
to present to Ministers or at National Assembly.
21. Be aware of all Welsh Government consultations that the Service or
Authority may have an interest in, collate responses and ensure
consultations are submitted by the deadline.

1. To provide a link between members of ELT/HoS and:

• Senior managers of the Service
• Welsh Government
• MSs, MP’s, and Minister for Wales
• Other Chief Fire Officers/Principal Officers
• SWFRS personnel
• Chief Executives, S151 Officers and other senior officers and

politicians of South Wales Unitary Authorities

• Employment Law Consultants
• Members of the public

1. Transcribe confidential disciplinary transcripts accurately and to strict
   deadlines.
2. To provide secretarial support and record disciplinary meetings in the
   absence as required.
3. Having comprehensive knowledge of and utilising technology such as
   Word, Winscribe, Starleaf and any applications relevant to the role.
4. Coordinate annual programme of SWFRS station and departmental
   visits undertaken by the Chief Fire Officer/CEO and members of
   ELT/HoS, producing a Station Visit schedule for the year ahead.
5. Ensure attendance by uniformed officers at local and national
   ceremonies and events.
6. To arrange the provision of buffets and refreshments as required.
7. To set up and manage any filing and bring forward systems which
   ELT/HoS require to undertake their work.
   Date JD Amended:- July 2024
8. To ensure ELT/HoS are kept informed of any issues and urgent
   matters, whilst in and away from the office.
9. To prepare PowerPoint Presentations as required, researching
   appropriate images for use, in line with copyright of such images.
10. To maintain the stationery requirements for members of ELT/HoS and
    the secretariat.
11. To provide support and assistance to other members of staff to assist
    them in meeting the needs of the Service.
12. To participate in inter-departmental, corporate and external working
    groups and meetings as directed.
13. To undertake best practice research with other local or public
    authorities, with regard to business administration and related ICT
    developments and improvements and to establish best practice
    networks.
14. To procure goods and uniform and raise relevant requisitions using the
    financial procurement system, E-Proc, ensuring value for money, best
    practice and adhering to the All Wales Procurement Framework.
15. Authorise and code appropriately and accurately for audit purposes
    corporate credit card purchases by officers on the Barclaycard Spend
    Management System, paying particular attention to correct coding of
    tax – adhering to fraud / financial code, and recording of receipts.
16. Print and collate confidentiality statements, selection assessment
    forms, and interview scoring criteria and marking criteria for ELT/HoS
    panel members undertaking interviews. This to include setting up of
    interview and test rooms and the timing of any required tests, when
    requested.
17. Coordinate annual programme for SWFRS internal and external
    auditors and manage the Internal Audit Programme throughout the
    year.
18. Manage the annual on call rota for Principal Officers and Area
    Managers, ensuring availability is maintained at all times, and alert
    officers to any cover issues.
19. Manage, record and maintain leave records for the Principal Officers.
20. Provide support for ELT/HoS as required ensuring that an appropriate
    level of cover is maintained for the Senior Management Team during
    normal office hours (0830 – 1700 hours Monday to Thursday, 0830 –
    1630 hours on Friday, including lunch times).
    Date JD Amended:- July 2024
21. Liaise with workshops, booking vehicles in for services, faults, etc.
22. To adhere to any new or emerging working practices or procedures
    that may be introduced within the Business Support Unit or the Service
    generally and to provide constructive feedback on such practices and
    procedures on a regular basis to the Secretarial Supervisor to ensure
    that they remain effective, efficient and fit for purpose.

above duties.

• To adhere to Health & Safety Legislation/Relevant Service Policies an