Information Pack PA to CEO by Tb406M3


									             Job Application
              Guidance Pack
PA to Chief Executive Officer

1.   The Strategic Investment Board Limited

2.   Role Description and Competencies required

3.   Terms and Conditions of Appointment

4.   Selection Process and Timetable

Appendix     Job Description

Strategic Investment Board Limited                1

Northern Ireland
1.    The Strategic Investment Board Limited

The Strategic Investment Board Limited (SIB) was created to oversee the programme of
infrastructure investment in Northern Ireland under the Strategic Investment Programme and is
helping to implement investment in public services in Northern Ireland in the coming years. It
has been formed as a company limited by guarantee and wholly owned by the Office of the First
Minister and Deputy First Minister.

SIB supports the Northern Ireland Executive and Government Departments in delivering the
Investment Strategy for Northern Ireland (ISNI). This includes new schools, hospitals and
roads. It also means improved water facilities, communications and public transport. Better
infrastructure provides a platform to help grow the economy, create social cohesion, enhance
the environment and deliver better public services. SIB can only succeed when working in
partnership. Building relationships with stakeholders across the public, private, voluntary and
community sectors is crucial in managing the ongoing transformation of Northern Ireland.

Further information about SIB can be found on our website

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2.       Terms and Conditions of Employment

SIB are currently recruiting for a Personal Assistant (PA) to the Chief Executive Officer (CEO).
The job description is attached as an appendix.

Person Specification
It is essential that applicants fully describe in the application form how, and to what extent, they
meet the experience sought in the Person Specification. It is not appropriate to simply list the
various posts that an applicant has held. The Selection Panel will not make assumptions from
the title of the applicant’s post or the nature of the organisation as to the experience gained.
Personal attributes and skills will be tested at final interview.

Essential Criteria

Applicants should be able to demonstrate that they possess: -

        At least 2 years’ experience in an administration/PA role
        Experience of diary management
        Grade C or above in 5 GCSE’s (to include Maths and English)

Competencies and Personal Attributes.

        Excellent organisational skills; ability to multi-task.
        Excellent oral and written communication skills and ability to professionally represent the
         CEO and senior staff
        Ability to work under pressure and be flexible as part of a small team of administrative
        Attention to detail and deadlines
        Ability to develop and maintain good working relationships at all levels.
        Ability to prioritise and manage own workload amid conflicting demands.
        Ability to think ahead and anticipate needs before they arise.
        Ability to exercise discretion in dealing with confidential or sensitive matters.

Terms of Appointment
This is a permanent appointment

SIB will pay a salary of £16,000 - £20,000pa

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2.      Terms and Conditions of Employment

Conflicts of Interest
If the candidate or their partner has any actual or potential conflict of interest with the activities of SIB or
any other associated bodies, this should be declared clearly in the application. Any indirect association
of this kind through any other family member or partnership should also be disclosed.

The successful candidate will be subjected to security vetting.

We must ensure that you are legally entitled to work in the United Kingdom. In addition, certain
nationality requirements apply to this post.
Applicants must be either:
(i) a UK national; or
(ii) a Commonwealth citizen; or
(iii) a British Protected Person; or
(iv) an EEA national; or
(v) a person who is not an EEA national, but is a family member of an
EEA national who has moved to the UK from another EEA Member
State for an approved purpose.

Advice on Nationality for (i), (ii) & (iii) above may be obtained from the
Home Office website

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2.      Terms and Conditions of Employment

Equal Opportunities Policy Statement
Strategic Investment Board Limited is committed to providing equality of opportunity. It is our policy that
all eligible persons shall have equal opportunity for employment on the basis of their ability, qualifications
and aptitude for the work. Everyone has a right to equality of opportunity and to a good and harmonious
working environment and atmosphere in which all workers are encouraged to apply their diverse talents
and in which no worker feels under threat or intimidated. This right is protected in many instances by

Pre-appointment enquiries
If you are successful, we may carry out security, health and character enquiries before a formal offer of
appointment is made. Subject to satisfactory completion of the pre-appointment enquiries, you would be
invited to take up the post as soon as possible.
The selection process will be conducted in accordance with Northern Ireland employment legislation and
guidance provided by the Northern Ireland Equality Commission.

The intention is that interviews with the shortlisted candidates will be arranged promptly once the closing
date for receipt of application and monitoring forms is reached and all applications assessed. In-tray
exercises will be used in the process.

Applicants will be informed of the outcome of their application either by letter, phone or e-mail.

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Northern Ireland
3.        Selection Process and Timetable

Further Information
Application forms and information packs can be made available in a range of accessible formats on
request. Candidates with a disability who require assistance can be accomodated.

A copy of the completed application form and monitoring form should be sent to:
Julie Monahan
Strategic Investment Board Limited,
303 Airport Road West

Alternative formats for the information pack and application form are available on request.

The closing date for receipt of application forms and monitoring forms is Friday 5th October 2012
at 12 noon.

Closing Date            5th October 2012

Shortlisting            10th October 2012

Interviews              29th October 2012

Please note that if you have not heard from us by 12 October you should contact SIB for confirmation.

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Appendix – Job Description

Job Description – PA to CEO
                                             Personal Assistant

                                    Main Duties

Main Function       This is a full time position within the organisation to provide efficient
of Post:            and effective confidential diary management for the Chief Executive
                    and administrative support to Strategic Advisers.

Job Description:

                    Diary Management
                        Manage and maintain the diaries for the CEO and other
                           senior staff arranging appointments and meetings as
                        Deal with telephone calls, take messages, refer calls and
                           answer routine queries as required.
                        Coordinate travel and accommodation requirements for all

                    Word Processing/E-mail
                       Filter emails, highlight urgent correspondence and print
                          attachments as required for CEO.
                       Print and prepare meeting papers for CEO.
                       Respond appropriately and promptly to internal and external
                          e-mail correspondence.
                       Maintain an electronic filing and records management
                          system (TRIM).
                       Forward e-mail to the CEO or Strategic Advisers as
                       Apply a professional appearance to all written material
                          produced in keeping with house-style.

                       Prepare Board packs for the CEO and Strategic Advisers.
                       Organise meetings, book meeting rooms and hospitality as
                          required by Strategic Advisers.
                       Organise travel arrangements for Strategic Advisers.
                       Open and record incoming post and outgoing post.
                       Assist the HR Manager with administration.

                    The above is given as a broad range of duties and is not intended
                    to be a complete description of all tasks. It is important to note that
                    the responsibilities may change to meet the evolving needs of the
                    CEO and the Strategic Advisers.

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Northern Ireland

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