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Private Secretary to the Speaker
Rúnaí Príobháideach an Chinn Comhairle

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The Private Secretary supports the Adviser to the Speaker/ Head of Corporate Support and is responsible for the day to day running of the office. This role involves working with a range of internal and external stakeholders, including Members of the Legislative Assembly (Members).

Private Secretary to the Speaker
Rúnaí Príobháideach an Chinn Comhairle

What we're looking for

The main duties and responsibilities of the job are:

  • Ensure the provision of high quality and timely services to support the Speaker and Deputy Speakers in the performance of their duties.
  • Manage the delivery of the Speaker’s Office’s responsibilities in relation to plenary sittings of the Assembly, in line with the appropriate deadlines and the requirements of Standing Orders.
  • Support the delivery of a range of the Speaker’s statutory responsibilities under the Northern Ireland Act 1998, including in relation to the legislative process and the resignation and the appointment of Members and Ministers.
  • Provide or obtain accurate and timely advice, on day-to-day issues of procedure, to the Speaker and Deputy Speakers, Members, Ministerial Private Offices and others.
  • Manage the delivery and provision of advice on the Speaker’s Office’s responsibilities in relation to protocol for issues such as inward and outward visits and the marking of civic occasions.
  • Lead on the day to day management of the Speaker’s representational responsibilities including supporting the Speaker in contacts with visiting ambassadors, parliamentary delegations and others.
  • Coordinate the delivery of the Speaker’s outreach and engagement activities, including building relationships with external contacts, contributing to the development of a programme of events and initiatives to advance the Speaker’s personal priorities, and managing the delivery of those events.
  • Assist with the development of papers and responses to correspondence to the Speaker on complex or sensitive issues.
  • Undertake research and provide analysis, options and recommendations to assist in the drafting of speeches, briefing documents and decision-making papers.
  • Assist the Adviser to the Speaker/Head of Corporate Support in supporting the Assembly Commission, the North/South Inter-Parliamentary Association and other corporate projects as required.
  • Assist with the development, delivery and monitoring of policies within the responsibility of the Corporate Support Unit.
  • Assist the Adviser to the Speaker/Head of Corporate Support with the management of the Corporate Support Unit, including compliance with organisational policies, budgetary management, information management and procurement procedures.
  • Lead, manage and develop the team of staff within the Corporate Support Unit, to ensure the delivery of team objectives within appropriate requirements and agreed service standards.
  • Comply with all of the Assembly Commission’s staff policies and procedures including Equal Opportunities and Dignity at Work policies and procedures and all mandatory training requirements.
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What we're offering
  • Salary range: £37,925 - £39,062
  • The standard working week is 37 hours, excluding meal breaks (42 hours gross). Working hours will be dictated by the business of the Assembly and may involve work into late evenings and on occasions, 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 when the Assembly is sitting and the business requirements of the Speaker’s Office.
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Essential Criteria

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

  1. A good level of 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. At least a primary degree, minimum 2.2 classification, in any subject and at least 3 years’ experience in each of the areas detailed at (a) – (d). Applications will be considered from applicants with formal qualifications of an equivalent or higher standard to those stated.

OR

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

The experience specified above at 2. and 3. must be in the following areas:

a) Planning and organising a diverse workload, including managing day to day tasks and queries, while delivering other projects and/or events, in accordance with organisational policy, procedures and deadlines.

b) Using high quality oral and written communications to provide advice on day-to-day issues to internal and external stakeholders, based on analysing information from a range of sources and contacts.

c) Developing and maintaining effective working relationships with a wide range of stakeholders such as work colleagues, senior manager(s)*, elected representatives or representatives of external organisations to ensure the provision of a quality service and develop future opportunities.

d) Using initiative in a fast-paced environment to develop potential solutions to problems and issues which arise on a day-to-day basis and may pose a reputational risk to the organisation.

Shortlisting Criteria

Should shortlisting be required, the following shortlisting criteria will be applied:

Two years’ experience of supporting or assisting senior manager(s)* or elected representative(s) and adapting your approach and working methods to reflect theirs.

*Senior Manager(s) is defined as equivalent or above to an Assembly Grade 4 or NICS Grade 7 post in any public, private or voluntary and community sector organisation for example a head of a business area or unit, a director or board member etc.

Quick Q&A for this job...​

The salary range is £37,925 – £39,062. This is an Assembly Grade 6 position.

There is one permanent position.

The Private Secretary will work in the Speaker’s Office, supporting the Adviser to the Speaker/ Head of Corporate Support and is responsible for the day to day running of the office.  This role involves working with a range of internal and external stakeholders, including Members of the Legislative Assembly (Members).

The successful candidate will be accountable to the Adviser to the Speaker/ Head of Corporate Support (Assembly Grade 3).

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

Completed application forms must be submitted by 12 noon on Monday 25 April 2022.

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, Assembly Skills and Behaviours and Strengths. 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.

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 and/or to invite only those who score highest in the shortlisting criterion to the next 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.

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.

It is anticipated that interviews will be held week beginning 2 May 2022.

The selection panel reserves the right to hold a further interview stage if deemed necessary.

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.

Private Secretary to the Speaker
Rúnaí Príobháideach an Chinn Comhairle

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:

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Please note the application form will be unavailable due to maintenance on the system on Saturday 23 April 2022 between 00:00 and 12:00 noon.

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 25 April 2022.

Further Information

If you need more information on the recruitment process, please contact the Assembly Recruitment Team on 028 90521869 or email recruitment@niassembly.gov.uk.

Visit our website for further information about the Assembly.

Apply Now

Please note the application form will be unavailable due to maintenance on the system on Saturday 23 April 2022 between 00:00 and 12:00 noon.

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