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					                            ISLE OF MAN WATER AUTHORITY

                                         SECRETARY
                                     Reference No.WA02/05

THE POST

This post is in the Isle of Man Civil Service on the staff of the Isle of Man Water Authority, to be
based at The Drill Hall, Tromode. A grade structure for the Secretarial Group is attached at
Annex A.

A job description for the post is attached at Annex B to these notes and potential applicants are
encouraged to find out more about the post by contacting Steve Knowles, 695990.

A person specification is attached at Annex D


ENTRY REQUIREMENTS FOR THE SECRETARY GRADE

For appointment to an established Secretary post a candidate must:-

1.     be between 16 and 59 years of age;

2.     hold GCSE English Language at Grade C or above or equivalent or 10 years‟ relevant
       secretarial experience;

3.     hold an acceptable external qualification in text processing (eg OCR Text Production
       (Advanced) distinction); or pass the Civil Service Grading Entry Test in typing.

       Note : Please itemise your secretarial qualifications either on your C.V. or on an
       additional page. You will need to include: Examining Body, Stage or Part number;
       Pass Grade achieved; Year qualification taken.

4.     preferably qualify as an „Isle of Man Worker‟ under the Control of Employment
       Legislation;

5.     pass a medical examination. (Please note: Identified medical conditions may result in
       entry restrictions to the sick pay and superannuation schemes.)

NOTE:

A number of qualifications are accepted in lieu of GCSE English Language Grade „C‟ or above.
For confirmation of whether or not a particular qualification is acceptable, please contact the
Personnel Office, Goldie House, 1-4 Goldie Terrace, Upper Church St, Douglas, (Tel: 685000).
Knowledge, Skills and Training

The grade requires:-

       Typing/word processing accuracy.
       Good basic IT skills – particularly in respect of work processing.
       Good basic communication skills including a sound knowledge of the English Language.

Appropriate Civil Service “in-house” training courses include Induction, Serving the Public,
Using the Telephone and Applied Computer Training.

Entry Tests for the Secretarial Class

Typewriting Grading Entry Test

If a candidate does not hold an acceptable external qualification in Text Processing they will be
required to pass the Civil Service Typewriting Test. The test will involve a manuscript typing
accuracy test of 15 minutes‟ duration with a minimum net speed of 30 wpm and a loss of not
more than 6 marks. This test may be attempted several times and 15 minutes‟ practice time is
allowed before the test. .

* If you are required to take the Civil Service Grading Test in Typewriting in order to
meet the criteria stated above you must have passed this test by 2 DAYS BEFORE Closing
Date.

Applicants who are unable to meet the criteria by this date cannot be considered for the
post. To arrange a Grading Test please contact the Personnel Office, Tel: 685000.

Note:

A number of external qualifications are accepted (See Annex C) as being of an equivalent
standard to the aforementioned tests. For further clarification regarding the equivalency of any
typing qualifications please contact the Personnel Office on (68)5000.

Terms and Conditions of Service

These are in accordance with the Isle of Man Civil Service Regulations which, in particular,
provide for:-

(a)     Salary

        The current salary scale for the post based upon 37 hours per week is as follows:-

        £16,635, £17,573, £18,513, £19,455

        Appointment to the scale will depend upon previous relevant experience. Progression on
        the scale is currently by annual increments. The salary is based on the Isle of Man Civil
        Service Pay Spine which is currently subject to annual review each August.

(b)     Hours of Work

        A normal conditioned working week of 37 hours net. The normal hours will usually be
        worked during office hours Monday to Friday but attendance may be required at other
        times according to the needs of the post. Additional hours, up to 37 per week, will be
      paid at the normal hourly rate. Overtime will be paid for excess hours which have been
      authorised by management. A scheme of Flexible Working Hours is available in most
      Departments.

(c)   Annual Leave

      An annual leave allowance as follows:-

                Years service                                Annual Leave
                 completed                                     in days
                 (on entry)                                       22
                      2                                           23
                      4                                           24
                      6                                           25
                      8                                           26
                     10                                           27
                     12                                           28
                     14                                           29
                     17                                           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 appointment.

(d)   Sick Leave

      Full pay sick leave of up to 6 months, followed by half pay sick leave of up to 6 months
      (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.

(e)   Pension Scheme

      The Isle of Man Principal Civil Service Pension Scheme is a non-contributory
      superannuation scheme (except for a 1.5% contribution towards family benefits) which is
      currently by-analogy to (ie based on, but separate from) the UK Classic Principal Civil
      Service Pension Scheme.

      Arrangements exist for the transfer of most pension rights. Enquiries should be addressed
      to the Superannuation Section of the Treasury (Tel: 685735).

      Note: Before making a decision on transfer of pension rights you are advised to
      check with the Treasury on the terms of the transfer as pensions schemes are
      complex. You may also wish to seek the advice of a qualified independent adviser before
      taking any decision.

(f)   Retirement

      A normal retirement age of 60 years which may be extended to 65 by mutual agreement.

(g)   Travelling allowance

      If necessary a mileage allowance is payable for the use of an officer‟s own car on all
      official duties, subject to the production of written proof from the officer‟s own insurers
       confirming that adequate insurance cover exists for the use of a personally owned motor
       vehicle for the purposes of following employment.

(h)    Smoking policy

       You will be expected to comply with the smoking policy for the building in which you are
       employed and any smoking policy applied by your Department or Board.

(i)    Notice Period

       You will be required to give four weeks notice of intention to resign.

Conditions of Offer

An offer of appointment to the successful applicant will be conditional upon:-

(a)    qualifying for the grade;

(b)    qualifying as an „Isle of Man Worker‟ under the Control of Employment Acts legislation
       or a work permit being granted in respect of his/her employment;

(c)    he/she proving medically fit for employment.



Closing Date

Completed applications should be submitted to reach:-

Miss Margaret Morrison
Isle of Man Water Authority
Drill Hall
Tromode Road
Douglas
Isle of Man IM2 5PA
by 19th August 2005

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


Note

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

              ENTRY REQUIREMENTS FOR THE SECRETARIAL GROUP


                              EXECUTIVE SECRETARY


            GCE English Language at Grade C or above or equivalent.
Hold an acceptable external qualification in text processing and audio transcription
      [eg OCR Text Production (Advanced) distinction and OCR Audio transcription
       (Advanced) distinction]; or pass the Civil Service Typewriting Grading Test
        and Audio Grading Test; and have at least 2 years’ relevant experience of
          duties in the Senior Secretary/ Personal Secretary grade description.



                              PERSONAL SECRETARY


            GCE English Language at Grade C or above or equivalent.
Hold an acceptable external qualification in text processing and audio transcription
   [eg OCR Text Production (Advanced) distinction and OCR Audio transcription
  (Advanced) distinction]; or pass the Civil Service Typewriting Grading Test and
Audio Grading Test; and have at least 2 years’ relevant experience of duties in the
                  Secretary/Senior Secretary grade description.



                                SENIOR SECRETARY


             GCSE English Language at Grade C or above or equivalent.
Hold an acceptable external qualification in text processing and audio transcription
   [eg OCR Text Production (Advanced) distinction and OCR Audio transcription
  (Advanced) distinction]; or pass the Civil Service Typewriting Grading Test and
                            Audio Grading Test; and have
 at least 1 year’s relevant experience of duties in the Secretary grade description
 or hold relevant advanced text processing [eg OCR Word Processing (Advanced)
              pass or OCR Document Presentation (Advanced) pass].


 Progression can be made
         directly                   SECRETARY
from Secretary to Personal
        Secretary
provided the GCSE English
 Language Grade C is held


               GCSE English Language at Grade C or equivalent; or
                  10 years’ satisfactory secretarial experience.
    Hold an acceptable external qualification in text processing [eg OCR Text
 production (Advanced) distinction]; or pass the Civil Service Typewriting Grading
                                       Test.
                                                                                         ANNEX B


                                      JOB SPECIFICATION


POST:                          Secretary

STATUTORY BOARD:               Water Authority

REPORTS TO:                    Director of Operations

GRADE:                         Secretary

PURPOSE:                       To provide secretarial support to the Director of Operations and
                               other operations/distribution managers and supervisors.


MAIN DUTIES:

The postholder will be required to:

       Be proficient in the use of Microsoft Word, Excel, Access and Outlook. Learn to use
        Navision financial system, Norton Waugh Health and Safety Audit, Oracle HR, Frontline
        Planned Maintenance, Wings GIS system.

       Provide confidential secretarial resource for the Director of Operations, Water Production
        Department and other operations/distribution managers and supervisors and the Health
        and Safety Committee.

       In the absence of the Director of Operations and Water Production Manager, respond to
        correspondence and phone calls on their behalf and pass them to the appropriate manager.

       Attend meetings (Health and Safety, Joint Consultative Committee, Water Production) as
        required and produce minutes

       Input Health and Safety site inspections and produce reports from these.

       Liaise with other departments; obtain advice/guidance e.g. from the Health and Safety
        Inspectorate, Health and Safety Consultant.

       Copy type letters, reports, booklets etc as required by the Director of Operations, Water
        Production Manager and other operations/distribution managers and supervisors.

       Raise various orders in Navision financials (e.g. catering supplies/consultants‟ fees).

       Arrange travel and accommodation for members of the Operations/Distributions
        Department and visiting consultants.

       Schedule meetings and make appointments for the Director of Operations and maintain an
        electronic diary and e-mail system.

       Provide refreshments for all Water Production meetings.
      Maintain filing system for Director of Operations.

      Answer the telephone and deal with any queries that may occur.

      Use the photocopier, fax machine, laminating machine, guillotine.

      Provide cover for the Chief Executive‟s Personal Secretary including attending meetings
       and taking minutes.


TRAINING

On the job training will be given in respect of those duties which are unique to the Water
Authority In addition, attendance on relevant training courses aimed at developing skills,
particularly for the role of secretary to the Health and Safety Committees will be encouraged by
the Authority.


COMPETENCY REQUIREMENTS

           1.   Personal Motivation
           2.   Achieving results
           3.   Written Communication
           4.   Oral Communication
           5.   Planning and Organising
           6.   Flexibility, adaptability.
                                                                               ANNEX C

    ACCEPTABLE EXTERNAL QUALIFICATIONS IN LIEU OF TYPEWRITING TEST




            EXAMINING BODY                     ENTRY AT SECRETARY OR SEN SEC LEVEL


                  OCR                      Text Production (Advanced) - Distinction


                   RSA                     Typewriting Skills Stage III (Advanced) - Pass,
                                           Text Processing III Part 1 - Distinction

                                                                    or

                                           Speed Test at 40 wpm or above


London Chamber of Commerce and Industry    Higher Typewriting - Distinction

                                                                    or

                                           Higher Typewriting - Credit with Speed Test - Pass


     Pitman’s Examinations Institute       Typewriting Advanced - First Class Pass


  East Midland Further Education Council   Typewriting A1- Credit


  Northern Council for Further Education   Typewriting Advanced - Credit or Distinction


                SCOTVEC                    Typewriting 6


    Welsh Joint Education Committee        Typewriting Stage 3 - Distinction
                                                                                    ANNEX D
                                          Isle of Man Civil Service
                                            Person Specification

 Post: Secretary
 Department: Water Production
 Job Summary: To provide secretarial and administrative support to the Director of Operations,
              Water Production Manager and other operations/distribution managers and
              supervisors.

                                                                      Essential
                          ATTRIBUTES                                     or       METHOD OF
                                                                                  ASSESSMENT
                                                                      Desirable
                          Qualifications

GCSE English Language at Grade C or above or equivalent               Essential         CV

An acceptable external qualification in text processing. e.g. RSA     Essential         CV
III Text Processing Part 1 with distinction or pass the Civil
Service Typewriting Grading Test.

                            Experience

At least 1 year‟s relevant experience of secretarial duties           Essential   CV and Interview

                        Knowledge & Skills                                               .

Good communication skills both oral and written.                      Essential   CV and interview

Computer literate i.e. in particular Microsoft Word, Excel and
Outlook and also be comfortable using database style                  Essential   CV and Interview
applications.

Be numerate and capable of producing accurate work when under
pressure                                                              Essential   CV and Interview

                            Disposition

Organisational skills                                                 Essential   CV and Interview

Reliable                                                              Essential   CV and Interview

Team Player                                                           Essential   CV and Interview

                     Circumstances/Interests

Isle of Man Worker                                                    Desirable   CV and Interview

Interests which reflect team playing.                                 Desirable   CV and Interview

				
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