Isle of Man Government - DOC by gabyion


									                                  Isle of Man Government

                          Department of Health and Social Security

                                   Social Security Division

                                    Contributions Section

                                   Administrative Officer

                                    Reference - 286L/07

The Position
This position is in the Isle of Man Civil Service on the staff of the Department of Health and
Social Security, Social Security Division, Contributions Section.

A job description and person specification for the post is attached at Annex A to these notes.
Potential applicants are encouraged to find out more about the role by contacting Colin Christian
on 685059.

The closing date for applications is 28th November 2007.

Entry Requirements for the Administrative Officer Grade

For appointment to an established Administrative Officer post a candidate must:-

1.     hold 5 GCSE’s at Grade C or above (one of which must be in English Language) or
       equivalent qualification;

       or alternatively

       internal candidates (serving Civil Servants) require GCSE English Language at Grade C or
       above or equivalent, and must have at least 3 years’ service and 2 consecutive Good
       (formally known as Box Mark 3) or better annual reports, together with a written
       recommendation from their current line manager confirming satisfactory performance
       and suitability for promotion, or have passed the Civil Service Administrative Officer

2.     pass a medical examination (Please note: Identified medical conditions may result in
       entry restrictions to the sick pay scheme); and

3.     preferably qualify as an ‘Isle of Man Worker’ under the Control of Employment

       The Civil Service Commission will also consider applications for Administrative Officer
       posts where the candidate can demonstrate that he/she has served as an Administrative
       Officer in the IOM or UK Civil Service in a satisfactory manner for at least 12 months.

Please refer to the qualifications required for this post and ensure that you itemise
your qualifications, including grades achieved, on your C.V.

Selection Procedures
All applications will be assessed and a shortlist will be selected for interview. Referees will be
approached for any candidates who are invited to interview (provided that permission has been
given on their Application Form).

Anyone short listed for interview is encouraged to contact the manager identified above for an
informal discussion about the duties and responsibilities of the post before the formal interview.


Terms and Conditions of Appointment: -
This appointment will be subject to the provisions of the Isle of Man Civil Service Regulations.

This post is graded Administrative Officer, salary range £17,361 to £23,591 per annum
(Isle of Man Civil Service spine point 14 to 20). Staff maintaining performance at an acceptable
standard appropriate to their grade will progress by annual increments to their scale maximum.

Hours of Work:
37 hours spread over the normal working week of Monday to Friday. A scheme of Flexible
Working Hours is available in most departments. Overtime will be paid for hours in excess of 37
Annual Leave:
This post is in Annual Leave Band B: -

LEAVE BAND            PAY SPAN                       COMPLETED YEARS         ALLOWANCE
                                                       SERVICE             (WORKING DAYS)

     A &B             1, 2, 3 & 4                           0                      22
                                                            1                      23
                                                            2                      24
                                                            5                      25
                                                            8                      27
                                                            10                     28
                                                            15                     30

In addition there are a number of public and privilege holidays. A credit for previous relevant
work experience may be granted for the purposes of determining the annual leave allowance on

Sick Leave:
Full pay sick leave of up to 6 months, followed by half pay sick leave (subject to an overall
maximum of 12 months' paid sick leave in any period of 4 years), provided that there is a
reasonable prospect of eventual recovery and return to duty.
Smoking Policy:
You will be expected to comply with the smoking policy for the building in which you are
appointed and any smoking policy applied by your department, board or office.

Retirement Age:
The normal age of retirement for a civil servant is 65 years.

Pension Rights:
The Isle of Man Civil Service Pension Scheme is a Contributory Superannuation Scheme with
contributions of 3.5% being deducted directly from your gross salary. This scheme is by-
analogy to (based upon, but separate from) the UK Principal Civil Service Pension Scheme.

A new starter joining the Nuvos section of the Principal Civil Service Pension Scheme will have a
contribution rate of 3.5%, a pension based on career related earnings and a pension age of 65.

Arrangements exist for the transfer of most pension rights. All enquiries in regards to this
scheme should be addressed to the Superannuation Team of the Personnel Office (Telephone

Relocation Package:
A relocation package or Housing Assistance Scheme is not available for this post.


Closing Date
Completed applications should be submitted to reach:-

The Secretary
Civil Service Commission
Human Resource Management Directorate
Reayrt Carnane
Westmoreland Road
Isle of Man

by 28th November 2007

Please state clearly on the application form the post for which you are applying and
quote the Reference Number marked at the head of this document


Canvassing of members of the Civil Service Commission or of the Department
concerned either directly, or indirectly, in connection with any appointment under
the Civil Service Act 1990 shall disqualify the candidate.

This does not prevent an applicant from seeking more information on the post from
officers of the Department or from using for reference purposes Members of the
Legislature, other than those serving on the Civil Service Commission or the
Department involved.
                                                                                         Annex A

                                   Isle of Man Civil Service
                           Job Description

POST                                 Administrative Officer - General Group, Contributions
DEPARTMENT             -             Department of Health & Social Security
DIVISION               -             Social Security
LOCATION               -             2nd Floor, Markwell House
RESPONSIBLE TO         -             Executive Officer (Section Leader)

The maintenance of National Insurance accounts held in the Isle of Man, with specific
responsibility for processing the payments made to the Section by Direct Debit. The receipting
and recording of National Insurance Contributions on the Department’s systems. The provision
of advice and information related to National Insurance to members of the public, employers
and other Government Departments.

                                         MAIN DUTIES
1. Direct Debit maintenance
Setting up of Direct Debit Instructions on individual accounts on the Social Security mainframe
for payment of Class 2 and 3 National Insurance Contributions. Monitoring such payments to
ensure timely and correct collection. Corresponding with customers to confirm set up or
cessation arrangements, and to advise of any necessary alterations or balance payments.
2. Counter and telephone enquiries
Dealing with enquiries at the Contributions Section’s public counter and also by telephone.
These enquiries can cover a wide range of subjects connected with National Insurance such as
supplying an individual’s National Insurance number, advising an employer on correct
calculation of contributions, or investigating a customer’s entitlement to contributory benefits.
3. Receiving Payments
Issuing receipts for payments made to the Section at the counter and by post.
4. Benefit enquiries
Entering details of claims to benefit made in the UK by persons with National Insurance
accounts held in the Isle of Man. Checking the automatically-produced benefit replies for both
Isle of Man and UK claims and distributing them to the relevant offices. Checking the UK
National Insurance recording system in order to rate IOM Benefit claims whenever necessary.
5. Applications to pay Self-Employed National Insurance
Checking each application contains the required information and then passing it to the
Inspector’s Section for consideration. If approved, then setting up payment details on computer
and requesting any balance payments that may be due from the customer.
6. Posting National Insurance contributions
Recording National Insurance contributions against accounts held in the Isle of Man. This
includes the batching of contributions prior to input action and also the tracing of correct
National Insurance numbers through the Department’s systems. Also the filing and then
scanning of the contribution documents.
7. Arrears action
Examining details of National Insurance records for the purpose of issuing Statements of
Accounts to those individuals whose records are deficient for State Pension and Benefits’
purposes. Dealing with, and responding to, the numerous enquiries from individuals in reply to
these Statements. Passing any cases where there may be contributions outstanding to the
Inspector’s Section for further action.
8. Other Duties
Providing cover for other members of the Group when required and any other duties set by line
manager from time to time.

Competencies in this post:-

           Leading and Working Together              A

           Communicating and Influencing             A

           Achieving Results                         A

           Delivering a Quality Service              A

           Changing and Learning                     A

           Showing Commitment and


The post holder must have or develop:-
A knowledge of National Insurance and Social Security would be an advantage, but is not
essential as full training will be given.
The ability to deal with members of the public courteously, efficiently and effectively.
A degree of numerical ability is required.
The ability to work in a team environment.
Suitable training courses would include:-
1. Customer Care
2. Using the Telephone Effectively
3. Communicating Effectively in Writing
4. Handling Difficult Situations
5. An Introduction to the Isle of Man Government
Also any necessary computer training courses such as Oracle Receivables/Axapta, Word, Excel,
                                                                                           Annex B

                                                Isle of Man Civil Service
                                                  Person Specification

       Post:   Administrative Officer, Contributions Section

       Department: Department of Health and Social Security, Social Security Division, Contributions
       Job Summary: The maintenance of National Insurance accounts held in the Isle of Man, with
       specific responsibility for processing the payments made to the Section by Direct Debit. The
       receipting and recording of National Insurance Contributions on the Department’s systems. The
       provision of advice and information related to National Insurance to members of the public,
       employers and other Government Departments.

                        ATTRIBUTES                                 or       METHOD OF ASSESSMENT
5 GCSEs at Grade C or above including English Language, or
                                                                   E                  CV
equivalent qualifications

Experience of working in an office environment                     D             CV/Interview
Experience in a customer service related role                      D             CV/Interview

                     Knowledge & Skills
A degree of numerical ability                                      E             CV/Interview
Basic computer skills                                              D             CV/Interview
Good written and oral communication skills                         E          Interview/References
Ability to work accurately within deadlines                        E          Interview/References
Ability to prioritize own workload                                 D          Interview/References
Knowledge of the Social Security system, especially National
                                                                   D             CV/Interview

Accurate and reliable worker                                       E          Interview/References
A good team player                                                 E          Interview/References
Enthusiastic and self-motivated                                    E          Interview/References
Isle of Man Worker                                                 D             CV/Application

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