Executive Assistant job description September 2007 by Cappadona

VIEWS: 9 PAGES: 6

									     JOB DESCRIPTION AND TERMS AND CONDITIONS

JOB TITLE

Executive Assistant (to the Chief Commissioner and Chief Executive)

LOCATION

The post will be located at:

    Northern Ireland Human Rights Commission
    Temple Court
    39, North Street
    Belfast
    BT1 1NA

    Telephone:    028 9024 3987

    Textphone: 028 9024 9066

    Fax:          028 9024 7844

    Email:        information@nihrc.org

    Website:      www.nihrc.org

DURATION OF CONTRACT

This is a permanent full–time post.

Applications from people wishing to job share are welcomed. Job sharing
will be considered if arrangements can be made to the satisfaction of the
Commission regarding the due execution of the job.

WORKING HOURS

The normal office hours are from 9.00am to 5.00pm, Monday to Friday.
A flexible working hours scheme is in operation within the Commission.



                                                                            1
RESPONSIBLE TO

The Executive Assistant will be responsible to the Head of Corporate
Services, and ultimately to the Chief Executive of the Northern Ireland
Human Rights Commission.

DUTIES AND RESPONSIBILITIES

1.   To provide a range of secretarial services to the Chief Commissioner
     and Chief Executive of the Northern Ireland Human Rights
     Commission, including audio-typing, word processing, minute taking,
     photocopying, filing and disseminating documents.

2.   To maintain the diaries and organise appointments and meetings for
     the Chief Commissioner, Commissioners and Chief Executive, and
     ensure that they have all necessary papers required for meetings.

3.   To monitor requests for work commissioned by the Chief
     Commissioner and Chief Executive, progress chasing as required, to
     ensure that deadlines are met.

4.   To assist with the organisation of meetings of the Commission and of
     its Committees, and provide secretariat support to the Commission’s
     Policy Committee, including distributing papers and taking minutes of
     meetings.

5.   To update the Commission’s Contact Management System with
     details of meetings, discussions and correspondence between the
     Chief Commissioner and Chief Executive and key stakeholders.

6.   To provide a travel bookings service to Commissioners and staff,
     ensuring cost effective bookings are made in line with the
     Commission’s Travel and Expenses Policy and appropriate records are
     maintained for audit purposes.

7.   To assist in organising meetings, seminars, conferences, workshops
     and other Commission events.

8.   To help service the information needs of the Commissioners.

9.   To be an effective member of the Corporate Services Team, providing
     cover for other team members as appropriate, including recording
     incoming and outgoing mail, answering the telephone and performing
     reception duties as necessary.

10. To undertake any training courses as required by the Head of
    Corporate Services or by the Chief Executive.




                                                                          2
11. To display a commitment to the protection of human rights and to the
    promotion of equality and to show a sensitivity to the diversity of
    views on human rights issues in Northern Ireland.

12. To undertake any other duties appropriate to grade reasonably
    required by the Chief Executive, by the Chief Commissioner or by
    other Commissioners.

PERSON SPECIFICATION

See Appendix 1

PROBATION

Satisfactory completion of a six–month probation period is a condition of
continued employment in the position.

SALARY

The grade of the post is equivalent to Northern Ireland Office Grade D1,
with a current pay band of £14,063–£16,759 per year.

Starting pay on appointment shall be restricted by the maximum of the
pay band and shall have regard to:

   Relevant skills and qualifications

   The need to give individuals an opportunity to demonstrate that they
    can undertake the full range of duties

   The desirability of avoiding the creation of anomalies between new
    and serving members of staff.

ALLOWANCES

Travelling and subsistence expenses will be paid to the holder of this post
when s/he is absent from the Commission’s premises on Commission
business.

START DATE

The person appointed will be expected to take up duty as soon as is
practicable.

NOTICE

The appointment may be terminated by either party with at least one
month’s notice in writing.


                                                                            3
ANNUAL LEAVE

The person appointed will be entitled to leave entitlement of 25 working
days rising to 30 days on three years’ continuous service, as well as to
statutory and public holidays.

SUPERANNUATION

The person appointed will be eligible to join the Commission’s pension
scheme, which is part of the Principal Civil Service Pension Scheme
(PCSPS). The Commission offers two types of pension:

   Nuvos. This is defined benefit scheme that currently has a 3.5%
    member contribution rate. The Commission also pays contributions
    on employees’ behalf.

   Partnership pension account. This is a stakeholder pension with a
    contribution from the Commission.

New employees with a preserved Civil Service pension may be able to
aggregate their new service with earlier service.

Further details of the pension arrangements are available at
www.civilservice-pensions.gov.uk.

RETIREMENT

The Commission’s age retirement policy enables employees who have
reached the age at which they are entitled to draw their Commission
pension (which for most employees is their 60th birthday) to choose the
age at which they will retire.

CANVASSING

Canvassing for the position in any form, if proved to the satisfaction of the
Commission, may disqualify a candidate for appointment or constitute a
reason for dismissal.

SELECTION PROCESS

The Commission is an equal opportunities employer and considers
applications strictly on the basis of merit. We wish, in particular, to
encourage applications from disabled people. All disabled people who
meet the essential criteria for the post will be interviewed.

Selection for this post will be based on a completed application form and
an interview. Interviews will be held on 8 November 2007.




                                                                            4
Candidates travelling more than 30 miles to the interview from within the
United Kingdom or Ireland can claim travelling expenses at approved rates
after attending for interview and upon production of receipts.

APPLICATION FORM SUBMISSION

The closing date for receipt of completed applications is 1pm on
1 October 2007.

We will not accept incomplete application forms, application forms
received after the closing deadline or reformatted application forms.

Applicants using the postal system to submit their applications forms
should note that first class mail does not guarantee next day delivery. It
is the responsibility of the applicant to ensure that sufficient postage has
been paid to return the form to the Commission. We will not accept any
application where we are asked to pay any shortfall in postage.

Applicants who send their application form by email are also required to
meet the closing deadline for receipt by the Commission. Emailed
applications must be followed-up with a signed hardcopy (and Equality
Monitoring Form) within 10 working days from the closing date.

Please note that applications by fax cannot be accepted.

PRIOR TO APPOINTMENT TO THE POST

After the interviews, a person will not be appointed to the post until the
following conditions have been met:

   References – receipt of satisfactory references from an employer or
    educational establishment

   Certificate – receipt of the original certificate(s) showing the
    person's essential educational qualifications. This document(s) will
    be returned as soon as possible after receipt

   Contract – signature of an agreement setting out the terms of the
    person's appointment.




                                                                               5
                                                                       APPENDIX 1

                      PERSON SPECIFICATION

Applicants for the post of Executive Assistant will be assessed in
accordance with the following criteria. It is the applicant’s responsibility
to provide evidence of how s/he meets these criteria.

The essential criteria and, where necessary, the desirable criteria will be
used to identify a pool of applicants to be interviewed for the post.
Disabled people who meet the essential criteria will be invited to
interview. Both the essential and desirable criteria will be used in the
interview to select the applicant who will be offered the post.

ESSENTIAL CRITERIA
                           What the Commission requires of applicants:
Competencies:
Communication              Ability to communicate effectively in writing and
                           in person

Audio typing               Ability to audio type

Minute taking              Ability to record and prepare minutes of meetings

Organisation               Organisational skills, particularly in respect of
                           diary management, progress chasing, and
                           setting–up and maintaining filing systems

Team working               Ability to work successfully alongside other
                           people

Personal                   Ability to manage one’s own work effectively, to
effectiveness              use one’s own initiative and to be self–motivating
                           in order to achieve results

IT skills                  Ability in the use of word processing software
                           (eg Microsoft Word), email (eg Microsoft Outlook)
                           and the internet

DESIRABLE CRITERIA
                           The Commission will prefer applicants with:
Qualifications:            OCR/RSA Stage II (or higher) word–processing,
                           or the equivalent

Competencies:

IT skills                  Ability in the use of relational databases
                           (eg Microsoft Access), spreadsheets (eg Microsoft
                           Excel), presentation software (eg Microsoft
                           PowerPoint), and desk top publishing applications


                                                                               6

								
To top