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Clerical Supervisor

Would you like to support the process of making law, and servicing and supporting the work of the Northern Ireland Assembly?

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Assembly colleagues in a meeting

Clerical Supervisors are responsible for providing support for the full range of activities carried out across the Assembly Secretariat, assigned to a business area within either the procedural or corporate functions of the Assembly.

Clerical Supervisor

What we're looking for

The main duties and responsibilities of the job are:

  • Managing own workload effectively to meet deadlines;
  • Communicating and building relationships with a range of customers and stakeholders, for example MLAs; colleagues from across the Assembly; representatives from Government Departments and other external stakeholders such as organisations, contractors, media, and members of the public;
  • Undertaking research to assist in the drafting of policies, reports and briefing documents;
  • Managing individual staff members or team;
  • Using IT to carry out work including Microsoft Office packages e.g. Word, Excel and Outlook, in-house packages and specialist software;
  • Providing reliable, consistent, high quality and timely information to support line management as required;
  • Providing advice on a range of policy and procedural issues;
  • Handling correspondence and enquiries and drafting responses;
  • Organising meetings, visits and other events;
  • Attending and managing meetings, visits and other events in support of the work of the Assembly;
  • Managing information and records in accordance with established policies and statutory requirements;
  • Checking that the work of the Clerical Officer is accurate and that it is completed in accordance with Assembly Commission procedures;
  • Complying with the Assembly Commission’s Equal Opportunities and Dignity at Work policies and procedures; and
  • Carrying out other duties that the Assembly Commission reasonably requires of you.
Find out more and apply now
What we're offering
  • Salary range: £29,398 - £30,413 (under review)
  • 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. GCSE/GCE O level passes at grades A to C in four subjects, including English Language, and two years’ experience in the areas a-d detailed below. [Applications will be considered from applicants with relevant formal qualifications of an equivalent or higher standard to those stated.]

OR

2. Four years’ experience in the in the areas detailed below;

(a) Providing administrative support including preparation of documents and dealing with queries either face to face or by telephone to meet customer needs;

(b) Gathering and analysing information to provide advice which enables effective decision making;

(c) Using Microsoft Office packages, to include MS Word, Outlook and Excel to manage information and assist in providing a quality service to customer; and

(d) Delivering services to tight deadlines and within organisational targets.

Quick Q&A for this job...​

The salary range is £29,398 – £30,413 (under review). This is an Assembly Grade 7 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 Supervisors are often responsible for the day to day organisation of administrative work in an office to ensure high quality service delivery. Clerical Supervisors will normally work as part of a team and may have responsibility for one or more staff.  

The successful candidate will be accountable to an Assistant Assembly Clerk.

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

Completed application forms must be submitted by 12 noon on Monday 7 December 2020.

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 methods 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 may 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. 

The selection panel reserve the right to use shortlisting as part of the selection process for this post. Should shortlisting be used, the shortlisting criterion listed in the Job Specification will be applied. The selection panel reserve the right to set a minimum standard for the shortlisting criterion which applicants must achieve in order to be invited to the interview stage of the selection process. If shortlisting is not necessary, all applicants who have demonstrated the essential criteria will proceed to the next stage of the selection process.  

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

Interviews are planned for week commencing 1 February 2021.

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: Clerical Supervisor

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 expires at 12 noon on Monday 7 December 2020.

Further Information

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

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.