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Clerical Officer
Oifigeach Cléireachais

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Assembly colleagues in a meeting

Clerical Officers could be appointed to any of the offices within the Assembly Secretariat and may subsequently be transferred to other business areas as required. Clerical Officers are often responsible for the day to day administrative work in an office to ensure high quality service delivery.

Clerical Officer
Oifigeach Cléireachais

What we're looking for

The main duties and responsibilities of the job:

  • Providing high quality customer service to a diverse range of customers, both internal and external.
  • Managing own work to ensure the delivery of objectives.
  • Providing accurate information in a professional and helpful manner by referring to organisational policies and procedures.
  • Providing high quality and timely administrative support where required, for example filing and photocopying, diary management etc.
  • Inputting data and maintaining a range of databases, spreadsheets and electronic filing systems to aid the storage and retrieval of electronic documents.
  • Recording and distribution of correspondence, emails, incoming mail / post, monitoring and managing electronic mailboxes and dealing with routine correspondence accurately and promptly and forwarding to relevant staff as appropriate.
  • Organising and providing support to meetings, events and visits including issuing papers, ordering hospitality, meeting and greeting external visitors and officials, and responding to any housekeeping queries that they may have e.g. the format of the meeting.
  • Recording information to support the production of minutes and draft minutes e.g. timings of each agenda item and attendance of witnesses.
  • Assisting in gathering and collating information.
  • Effectively using Microsoft Office and bespoke internal Assembly software systems and databases to prepare documents.
  • Maintaining hard copy and electronic information systems to ensure a clear and organised file of all correspondence, papers, minutes, agendas.
  • Checking and processing invoices for payment through electronic payment system.
  • 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.
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What we're offering
  • Salary range: £24,192 – £25,702
  • 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.
Find out more about employee benefits
Essential Criteria

At the closing date for applications, applicants must have:

1. GCE ‘A’ level passes A*-C in 2 separate subjects and 5 GCSEs at grade A*-C including English Language and Maths. Applications will be considered from applicants with formal qualifications of an equivalent or higher standard to those stated.

AND

2. At least 2 years’ experience in an administrative role of:

(a) Using effective oral and written skills to communicate effectively with a diverse range of people at all levels, including team members, members of the public, customers and managers.

(b) Organising workload and giving attention to detail to produce accurate, high quality work to deadlines.

(c) Effectively using Microsoft Office to prepare documents and respond to correspondence.

OR

3. At least 4 years’ experience in an administrative role of a) – c).

Quick Q&A for this job...​

The salary range is £24,192 – £25,702. This is an Assembly Grade 8 position. 

Staff at this level could be appointed to any of the offices within the Assembly Secretariat and may subsequently be transferred to other business areas as required. Clerical Officers are often responsible for the day to day administrative work in an office to ensure high quality service delivery.

The successful candidate will be accountable to a Clerical Supervisor.

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

Completed application forms must be submitted by 12 noon on Monday 5 July 2021.

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 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.

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.

As part of this stage of the selection process, there will be an interview, which 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.

Clerical Officer

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:

Apply Now

Please note the application form will be unavailable on Saturday 21st November 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 5 July 2021.

Further Information

If you require more information on the recruitment process, please contact the Human Resources Office on 02890 521446 or email recruitment@niassembly.gov.uk.

Visit our website for further information about the Assembly.

Good Luck

Apply Now

Please note the application form will be unavailable on Saturday 21st November 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.