Welsh language for recruitment: Guidance for managers

Guidance for Managers on Workforce Planning Assessments for Welsh Language Requirements in Recruitment.

This guidance is designed to assist managers in determining the Welsh language skills required for positions within their teams or services. It ensures that Denbighshire County Council meets its legal obligations and aligns with its commitment to bilingual services.

It provides:

  • A framework for assessing Welsh language skill requirements for posts.
  • Clear definitions of skill levels for listening, speaking, reading, and writing in Welsh.

Step-by-step process

1. Assess the Role

Before initiating the recruitment process:

  • Evaluate the Welsh language skills necessary for the post. Using the advice given in this guidance.
  • Consult with Gerallt Lyall, the Welsh Language Officer, for advice.
  • HR will hold records of Welsh language levels for each post after they have been approved by the welsh Language Officer.

2. Complete the Vacancy Control Form (VCF)

The VCF is used to inform HR of the Welsh language requirement for the role. It is the manager's responsibility to:

  • Assign the correct Welsh language level to the post.
  • Ensure this information is included before sending the VCF to HR.

3. Categorise the post

Jobs are categorised based on the Welsh language requirements as follows:

  • Welsh skills are essential (Level 3, 4, 5).
  • Welsh skills are desirable (Levels 1, 2).
  • Welsh language skills need to be learned upon appointment.
  • Welsh language skills are not necessary.

Each level is defined to clarify the practical expectations for listening, speaking, reading, and writing skills. This helps avoid the misapprehension that a high level of proficiency in Welsh is required for all posts where Welsh language skills are essential.

Welsh language categorisation

Essential categories (Levels 3, 4, 5)

A post is categorised as Welsh essential if it involves:

  • Regular interaction with Welsh speakers (public or staff).
  • Being located in a community where over 40% of residents are Welsh speakers (please check our Welsh Language Strategy to see the percentage of Welsh speakers within each community.)
  • Liaising with Welsh-medium organisations.

You should also take into consideration your team's current ability to offer a Welsh Language service.

Desirable categories (Levels 1, 2)

These apply to posts where Welsh skills enhance the role but are not critical. If Welsh language skills are 'desirable' for a post, an organisation may assume that an applicant with Welsh language skills has an advantage over another applicant when being considered for the post, but the successful applicant would not need to possess those skills.

Welsh language skills to Be Learned Upon appointment applies if:

  • A post where Welsh language skills are essential but recruitment challenges prevent appointing a fluent speaker.
  • The role is highly specialised with a known shortage of Welsh speakers.

The Level an employer would need to reach by a certain date would have to be determined by HR and the Welsh Language Officer.

Welsh Language Skills Not Necessary

This applies to posts where Welsh skills are not relevant to the role and their absence will not impact service delivery.

Skill levels: Definitions and practical expectations

Below is a simplified version of what the different Levels mean in day to day tasks. A more detailed version is on the Denbighshire County Council website.

Essential - Level 5: Advanced/Proficiency

  • Listening & Speaking: Fluent communication, including negotiations and technical discussions. Provide presentations fluently and confidently.
  • Reading: Understanding complex reports and specialised documents.
  • Writing: Producing high-quality business correspondence and reports.

Essential - Level 4: Intermediate

    • Listening & Speaking: Confidently participating in meetings and discussions.
    • Reading: Understanding formal reports and correspondence.
    • Writing: Drafting business documents with editing support.

Essential - Level 3: Foundation

  • Listening & Speaking: Participating in day-to-day conversations and providing basic advice.
  • Reading: Understanding most workplace documents.
  • Writing: Preparing informal messages and reports for internal use.

Desirable - Level 2: Entry

  • Listening & Speaking: Handling basic conversations and messages. Open and close conversations and meetings bilingually.
  • Reading: Understand most short reports and instructions.
  • Writing: Basic written communication within work expertise.

Desirable - Level 1: Pre-Entry

    • Listening & Speaking: Pronouncing names correctly, greeting customers, and opening/closing conversations.
    • Reading: Understanding simple text and signs.
    • Writing: Writing names, job titles, and basic phrases.

Person Specification

  • The Welsh language requirement and skill level must be clearly stated in the Person Specification unless the post is categorised as "Welsh is not Necessary".
  • If Welsh skills are "to be learned upon appointment," this must be explicitly included in the job advertisement, along with the expected proficiency level to be achieved. This is not to be selected without permission of HR and the Welsh Language Officer.

Key considerations for compliance

Managers must:

  1. Provide evidence for their decisions on language requirements.
  2. Consider additional factors, such as statutory obligations under the Social Services and Well-being (Wales) Act 2014 (external website) or other legislation, that may necessitate appointing Welsh speakers.
  3. Regularly consult the Welsh Language Strategy for demographic and community data.

Support and resources

For further assistance or clarification, contact:

Gerallt Lyall
Welsh Language Officer
gerallt.lyall@denbighshire.gov.uk
01824 708269

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