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All of our workplaces that have contact with the public in Wales need access to sufficient and appropriately skilled Welsh speaking staff to enable those workplaces to deliver a full service in Welsh. The following procedures will be implemented accordingly:
We will identify those workplaces and jobs where the ability to speak Welsh is desirable or essential. This requirement may be defined as a component of a workplace or team, or it may be attached to a particular job.
From time to time, we will undertake audits to establish the number, ability level and location of staff that can speak, read and write Welsh (including staff that are learning Welsh). We will also identify staff who wish to learn Welsh.
The results of these two exercises will be compared to identify workplaces where there is a shortage of Welsh speaking staff.
We will respond to any shortages through our recruitment and training activities.
Our normal practice will be to ensure that our reception areas and main switchboards are always able to offer a service in Welsh.
When recruiting staff we will be guided by the information gathered by following the procedures described under Staffing above.
When fluency in Welsh is considered to be desirable or essential this will be stated in job competencies and advertisements.
Where no suitable Welsh speaking candidates can be found for a post where Welsh is desirable, the person appointed will be encouraged to learn Welsh.
When no suitable Welsh speaking candidates can be found for a post where Welsh is essential (or whilst a candidate unable to speak Welsh has been appointed and is learning the language) we will make temporary arrangements under which the Welsh language service can be provided (by using, for example, Welsh speaking staff from elsewhere in our organisation to deliver parts of the service).
Our staff will be encouraged to learn or improve their Welsh – and we will support those who wish to do so.
We will fund this training and allow staff to attend courses during work.
We will develop the ability of our Welsh speaking staff to operate in Welsh by providing vocational training in Welsh, whenever practicable.
The need to provide information and services in Welsh, and operate in accordance with this scheme, will be catered for as we develop, design and purchase information and communications technology products and services.
We will modify our existing information and communications technology systems to ensure that they enable us to provide information and services in Welsh - and operate in accordance with this scheme.
As we develop or procure ICT systems we will take into account the Board’s Bilingual Software Guidelines and Standards.
When we are the strategic and financial leader within a partnership, we will ensure that any public service aspects comply with this scheme
When we join a partnership which another organisation is leading, our input to the partnership will comply with this scheme and we will encourage the other partners to comply.
When we are a partner in a consortium, we will encourage the consortium to comply with this scheme. When acting in the name of the consortium, we will operate in accordance with this scheme.
The measures in this scheme carry the full authority, support and approval of our organisation.
Managers will have the responsibility of implementing those aspects of the scheme relevant to their work.
We will appoint a senior member of staff to coordinate the work required to deliver, monitor and review this scheme.
We will prepare, and continuously update, a detailed action plan, to be agreed with the Board,setting out how we will ensure that we will operate in accordance with this scheme. The action plan will come into effect on the date on which the scheme comes into effect. The plan will include targets, deadlines and a report on progress against each target.
The scheme will be publicised to our staff, and to the public in Wales. It will be published on our website in a prominent place.
We will produce desk instructions, or similar guidance, for our staff to ensure that they know how to implement the measures contained in this scheme.
Existing desk instructions, or similar guidance used by our staff, will be amended to reflect the measures contained in this scheme.
We will arrange briefing and training, sessions for our staff to increase awareness of this scheme - and to explain how it will affect their day to day work.
We will ensure that we use only qualified translators or interpreters to help with the delivery of this scheme.
Any form of contact with the public in Wales, which is not specifically dealt with by this scheme, will be undertaken in a manner which is consistent with the general principles enshrined in this scheme.
We will monitor our progress in delivering this scheme against the targets set out in its accompanying action plan.
Our existing monitoring and reporting procedures will include reference to progress in delivering this scheme, as appropriate.
We will send monitoring reports to the Welsh Language Board, when requested by them, outlining progress in delivering this scheme.
We will review this scheme within four years of its coming into effect.
Also, from time to time, we may need to review this scheme, or propose amendments to this scheme, because of changes to our functions, or to the circumstances in which we undertake those functions, or for any other reason.
No changes will be made to this scheme without the Welsh Language Board’s approval.
Complaints related to this scheme, or suggestions for improvement, should be directed to the senior member of staff with responsibility for the scheme, at the following address:
Guy Hirst
Welsh Language Co-ordinator
Valuation Office Agency
Regent House
Regent Street
WREXHAM
LL11 1PR
Or by e-mail to: guy.j.hirst@voa.gsi.gov.uk
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