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Clerical Supervisor
Maoirseoir Cléireacha

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Assembly colleagues in a meeting

Clerical Supervisors will be assigned to a business area within either the procedural or corporate functions of the Assembly but may be transferred to other business areas as required. Clerical Supervisor is the first level of line management and duties may include line management.

Clerical Supervisor
Maoirseoir Cléireacha

What we're looking for

The main duties and responsibilities of the job:

  • Collating and preparing the agenda and papers for meetings in a timely manner.
  • Attending meetings, minute taking and capturing actions/notes and proactively following up on actions to ensure timely delivery.
  • Maintaining effective relationships with key stakeholders including Members, managers, officials from Executive departments and members of the public.
  • Providing guidance and assistance to Members, their staff and other parliamentary staff on policy and procedural issues in relation to their business area.
  • Researching and preparing accurate and timely information.
  • Reviewing all incoming correspondence and prioritising next steps as necessary.
  • Drafting correspondence ensuring that work is accurate and presented in the corporate format.
  • Using electronic systems to produce accurate and timely statistical information or reports to assist decision makers.
  • Managing and developing individual staff members or a small team to ensure the delivery of team objectives.
  • Quality assuring the work of staff to meet agreed service standards.
  • Publishing information on social media e.g. Committee social media presence and the Assembly webpages/platform and keeping relevant homepages up to date.
  • Effectively using Microsoft Office and bespoke internal Assembly software systems and databases to prepare, produce and present documentation including letters, memos, presentations and reports of a consistently high quality.
  • Checking and processing invoices for payment through electronic payment system.
  • Monitoring spend against budget and reporting to line managers or budget holders.
  • Managing information and records in accordance with established policies and statutory requirements including the gathering of information and co-ordination of 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.
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What we're offering
  • Salary range: £30,280 - £31,326.
  • 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.
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Essential Criteria

There are two application routes for the post of Clerical Supervisor – one application route requires qualifications and/or work experience and the other application route requires degree level qualification but no work experience is required. Applicants may only apply under one route.

Application Route One

Essential Criteria:

At the closing date for applications, applicants must have either:

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.

AND

At least two years’ experience in a) – d) listed below.

OR

2. Four years’ experience in the following:

(a) Using effective oral and written communications skills to accurately and clearly explain complex or detailed information to team members, members of the public, customers and managers in line with organisational policies and procedures.

(b) Planning and organising workload using own initiative to deliver high quality work to deadlines.

(c) Contributing to the planning, allocation, monitoring, evaluation and control of resources e.g. people, finances.

(d) Effectively using Microsoft Office to manage information, create documents and assist in providing a quality service to customers.

Application Route Two – Graduate Entry

Essential Criteria:

Applicants must have:

At least a primary degree in any subject, minimum 2:1 classification by 1 July 2021. Applications will be considered from applicants with relevant formal qualifications of an equivalent or higher standard to those stated;

AND

Be able to demonstrate:

(a) Strong research, analytical and written skills.

(b) Strong oral communication skills.

(c) Planning and organising work as part of the degree or in another setting, using own initiative to meet deadlines.

(d) Effectively using Microsoft Office to manage information and create documents.

Quick Q&A for this job...​

The salary range is £30,280 – £31,326. This is an Assembly Grade 7 position. 

Clerical Supervisors will normally work as part of a team and may have responsibility for one or more staff.  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.

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 Tuesday 1 June 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.

There are two application routes for the post of Clerical Supervisor – Application Route One requires qualifications and/or work experience and Application Route Two requires a specific degree level qualification but no work experience is required. Applicants may only apply under one route.

The elements which will be assessed for this role under Application Route One will be Experience, Ability, Assembly Skills and Behaviours and Strengths and the selection method(s) that will be used are detailed below.

The elements which will be assessed for this role under Application Route Two – Graduate Entry will be 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, applicants will be required to complete a written exercise. There will also be an interview, which will address the information contained in the Job Specification and will assess elements of the Recruitment and Selection Framework.

 

Written exercises are planned for week commencing 19 July 2021

Interviews are planned for 28 – 29 July, 3 – 5 August 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.

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 expired at 12 noon on Tuesday 1 June 2021.

Further Information

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