In the civil service, “Changing and Improving” is one of the core competencies designed to ensure that employees are adaptable, open to change, and continuously seeking ways to improve the efficiency and effectiveness of their work.
For an Administrative Assistant (AA), this competency is particularly relevant as it helps them contribute to the overall success and productivity of their team and department.
The Civil Service wants to ensure that the organization remains adaptable and continuously improving, by regularly reviewing current methods and identifying potential enhancements. This includes leveraging the latest digital technologies to streamline processes and increase efficiency.
As new procedures are adopted, it is essential to not only familiarize oneself with these changes but also to assist colleagues in understanding and implementing them. Addressing any issues that arise from these transitions promptly and appropriately is vital to maintaining a smooth workflow.
Additionally, it is imperative to react effectively and appropriately when unexpected situations or emergencies occur, ensuring minimal disruption to operations. This approach fosters a culture of continuous improvement and resilience within the organization.
Writing Your Statement – Tips
Creating a strong 250-word statement for the Civil Service’s “Changing and Improving” behavior at Grade AA involves clear, concise, and structured writing. Here are some tips to help you craft an effective statement:
Understand the Criteria: Carefully read the job description and the behavior framework for “Changing and Improving” at Grade AA. Understand what the Civil Service values and expects in this competency.
Use the B-STAR Method: Structure your statement using the B-STAR approach:
Belief: Start with your personal belief or philosophy regarding change and improvement.
Situation: Describe a specific situation where you identified a need for improvement.
Task: Explain the task you were responsible for in this situation.
Activity: Detail the actions you took to address the situation.
Result: Conclude with the outcome of your actions, highlighting any positive impacts.
Be Specific and Relevant: Provide specific examples from your experience that directly relate to the behavior. Use examples that demonstrate your ability to review and suggest improvements, learn and implement new procedures, and respond effectively to emergencies.
Quantify Achievements: Where possible, include quantifiable results to demonstrate the impact of your actions. For example, mention any increases in efficiency, cost savings, or improvements in service quality.
Focus on Your Role: Clearly articulate your role in the example. Highlight your contributions and the skills you utilized to achieve the outcome.
Reflect Civil Service Values: Ensure your statement aligns with the Civil Service values of integrity, honesty, objectivity, and impartiality. Show how your actions supported these values.
Be Concise and Clear: Given the 250-word limit, make every word count. Avoid unnecessary jargon and be as clear and concise as possible.
Proofread: Before submitting your statement, proofread it to correct any grammatical errors and ensure it flows logically.
250 Word Statement Example for AA Roles – Changing & Improving Behaviour
I believe that continuously seeking ways to improve processes and embrace new technologies not only enhances productivity but also fosters a culture of adaptability and innovation. I am proactive in learning new procedures and supporting colleagues in doing the same, ensuring that we can collectively respond to changes and emergencies effectively.
As an Administrative Officer, our company faced challenges with outdated manual filing systems, which caused delays and inefficiencies. Recognising the need for improvement, I took the initiative to propose a transition to a digital document management system.
I was responsible for researching suitable digital solutions, presenting my findings to management, and assisting with implementation. I analysed various options, considering factors such as user-friendliness, cost, and integration capabilities with our existing systems. After selecting the most suitable software, I developed a comprehensive implementation plan that included training sessions for staff to ensure a smooth transition.
I conducted training workshops to familiarise my colleagues with the new system, addressing concerns and providing ongoing support. This proactive approach ensured that everyone was comfortable with the new procedures and could utilise the technology effectively.
As a result, our document retrieval time was reduced by 50%, and the overall efficiency of our department improved significantly. The new system also enhanced our ability to handle emergencies, as important documents could be accessed quickly and securely from any location.
This experience reinforced my belief in the importance of continuously seeking improvements and adapting to new technologies, ultimately contributing to a more productive and responsive work environment.
Click here to see 4 more “Changing & Improving” example statements for AA/AO grade roles