Assistant Assembly Clerk Cléireach Tionóil Cúnta

Ready to support key functions of the Assembly, including the work of Assembly Committees and the passage of legislation?

Deadline for applications Please note that the deadline for submission of applications expires at 12 noon on Monday 17 May 2021.

Important information We are committed to providing equality of opportunity in employment and welcome applications from all suitably qualified applicants irrespective of gender, marital or family status, religious belief, political opinion, disability, age, race, nationality or sexual orientation. However, as males are currently under-represented in this area, we would particularly welcome applications from males.

The application process is now closed Please note that the deadline for applications expired at 12 noon on 17 May 2021.

If you applied for this opportunity and would like to view your application you can do so by logging in to the application portal.

Assistant Assembly Clerks are often responsible for the day to day organisation of administrative work in an office to ensure high quality service delivery and work as part of a team.

Assistant Assembly Clerk (AG6)

The main duties and responsibilities of the job are:

Undertaking research and investigatory work, providing timely and accurate analysis and recommendations to assist in the drafting of policies, reports and briefing documents.
Drafting documents including reports and speeches for Members etc.
Assisting in the development and provision of authoritative advice on complex issues which may include draft legislation, policies and procedures, etc.
Minute taking for Committee meetings to reflect the key decisions and actions of the Committee.
Supporting the Assembly Clerk/Senior Assistant Assembly Clerk(s) in facilitating the efficient and effective management of Members’ work in committee and plenary and taking part, as required, in meetings and discussions with Committee Chairs and Assembly Members.
Assisting Assembly Clerk/Senior Assistant Assembly Clerk(s) in providing advice on procedural matters relating to plenary sessions of the Assembly and Committee meetings.
Assisting Assembly Clerk/Senior Assistant Assembly Clerk(s) in providing advice on the content and effect of draft legislation and on Assembly procedures relating to the passage of legislation.
Supporting the Assembly Clerk/Senior Assistant Assembly Clerk(s) in the scrutiny of legislation both in Committee meetings and in plenary, including the first draft of a Committee report on a bill, facilitating the tabling of amendments by Assembly Members and the publication of Bills and Acts.
Supporting the Assembly Clerk/Senior Assistant Assembly Clerk(s) in ensuring compliance with the Assembly’s Standing Orders relating to Committee meetings and plenary sessions of the Assembly.
Attending, participating in and managing meetings, visits and other events in support of the work of the Assembly; ensuring these are carried out effectively and that accurate records of business are maintained.
Developing and maintaining effective relationships with key stakeholders, including Members, colleagues from across the Assembly Secretariat, officials from Executive departments, media, other external stakeholders and members of the public.
Approving information for publication on social media platforms and the Assembly webpages and ensuring that this information is up to date e.g. Committee’s social media account.
Leading, managing and developing individual staff members or a small team to ensure the delivery of team objectives.
Quality assuring the work of staff to ensure compliance with legislation, Standing Orders and other procedural guidance in order to meet agreed service standards.
Checking and approving purchase orders and invoices in line with organisational policy and within approval level.
Assisting in the management of financial budgets.
Effectively using Microsoft Office and bespoke internal Assembly software systems and databases to carry out work including the production of reports and documents.
Managing information and records in accordance with established policies and statutory requirements, including drafting responses to information requests including Freedom of Information requests.
Complying with all Assembly Commission’s staff policies and procedures including Equal Opportunities and Dignity at Work policies and procedures.
Carrying out other duties that the Assembly Commission reasonably requires of you.

Salary range: £37,181 - £38,296
The standard working week is 37 hours, excluding meal breaks (42 hours gross). Working hours will be dictated by the mode of operation of the Assembly and may involve work into late evenings, at weekends and on public holidays.
In addition to the usual public and privilege holidays, there is an annual leave allowance of 25 days, increasing incrementally by one day per year up to a maximum of 30 days. Please be aware that a major influence in determining when leave can be taken will be the parliamentary timetable.

At the closing date for applications, applicants must have:

Applicants for the post must, by the closing date for applications, have:

1. At least a primary degree, minimum 2.2 classification, in any subject. Applications will be considered from applicants with formal qualifications of an equivalent or higher standard to those stated.

1. A thorough understanding of the role and functions of the Northern Ireland Assembly and the political environment in which it operates including the current challenges facing the Assembly.

AND

At least 3 years’ experience of:

1. Leading and managing individual staff members or a team of staff to ensure the quality, accuracy and timeliness of work.
2. Analysing information from a range of sources to develop high quality written documents which support and inform effective decision making.
3. Planning and organising a diverse workload, delivering high quality work to tight deadlines and in line with organisational policy and procedures.
4. Developing and maintaining effective working relationships with a wide range of stakeholders such as colleagues, managers, elected representatives, departmental officials, and other external stakeholders to ensure a high quality service and achieve tight deadlines.

1. 1. A thorough understanding of the role and functions of the Northern Ireland Assembly and the political environment in which it operates including the current challenges facing the Assembly.

AND

1. 1. At least five years’ experience in each of the areas detailed at (a) – (d) above.

Quick Q&A for this job...

How much is the salary?

The salary range is £37,181 – £38,296

This is an Assembly Grade 6 position.

What business area will I work in?

Staff at this level will be appointed to the Clerking business area which includes the Bill Office, the Business Office and the Clerking and Member Support Office.

Who would I report to?

The successful candidate will be accountable to a Senior Assistant Assembly Clerk or above.

Where is the job based?

The successful applicant will be based in Parliament Buildings, Belfast.

When is the closing date?

Completed application forms must be submitted by 12 noon on Monday 17 May 2021.

The Selection Process

Stages of the Selection Process

There are five elements within the Recruitment and Selection Framework:

Experience – the knowledge or mastery of an activity or subject gained through involvement in or exposure to it.

Ability – the aptitude or potential to perform to the required standard.

Technical – the demonstration of specific professional skills, knowledge or qualifications.

Assembly Skills and Behaviours –the actions and activities that people do which result in effective performance in a job.

Strengths – the things we do regularly, do well and that motivate us.

The elements which will be assessed for this role will be Experience, Ability, Assembly Skills and Behaviours and Strengths and the selection method(s) that will be used are detailed below. Further information on the Recruitment and Selection Framework are included in the Guidance on Recruitment and Selection for Applicants.

Online Testing

Online testing will be used as a shortlisting tool. Invitation to test does not imply that an applicant possesses the essential criteria. The tests will be held online and instructions and further information will be issued to applicants after the closing date for applications. Only those applicants who meet the minimum standard and who score highest in the tests, will be considered for the next stage of the selection process: the eligibility sift.

Eligibility Sift

The essential criteria reflect the experience and knowledge that an applicant must possess in order to be able to undertake the role. An eligibility sift will be carried out on the basis of the information contained in the essential criteria section of the application form. You must therefore demonstrate clearly in your form how, and to what extent, you meet with the essential criteria for the post.

Assessment Stage

As part of this stage of the selection process, applicants will be required to complete a written exercise. The interview will address the information contained in the Job Specification and will assess elements of the Recruitment and Selection Framework.

Part of the interview process will be the delivery of a presentation. The subject of the presentation will be advised to the applicant on the day of the interview and the applicant will be expected to present information to the selection panel.

Further information on the Recruitment and Selection process is available in the Recruitment and Selection Framework and Guidance on the Recruitment and Selection for Applicants.

Interview Stage

The interview will address the information contained in the Job Specification and will assess elements of the Recruitment and Selection Framework.

Further information on the Recruitment and Selection process is available in the Recruitment and Selection Framework and Guidance on the Recruitment and Selection for Applicants.

Application Pack: Assistant Assembly Clerk

Below you will find everything you need to apply for the position.

Read all the information about the job and the associated guidance related to working in the Assembly:

You are now ready to complete the online application:

Please note the application form will be unavailable on Saturday 21^stNovember between 00:00 – 09:00 due to maintenance on the system.

If you are unable to access the form during this time please try again later.

The deadline for applications expired at 12 Noon on Monday 17 May 2021.

Further Information

If you require more information on the recruitment process, please contact the Human Resources Office on 02890 520327 or 02890 521869.

Visit our website for further information about the Assembly.

Good Luck