Vacancy - Programme Support Officer |
17/10/2007
APPLICATIONS ARE NOW CLOSED
PROGRAMME SUPPORT OFFICER
RE-IMAGING COMMUNITIES PROGRAMME
PART-TIME (25 HOURS PER WEEK)
1. Introduction
This post is Programme Support Officer for the Re-imaging Communities Programme. It is anticipated that this temporary contract will last until March 2009.
2. Terms and Conditions
Salary Range £16,863 – £20,717 per annum (pro rata) (EOII Scale 1 August 2007).
Initial salary will fall within the scale minimum and scale maximum. Annual increases in salary are in accordance with NICS pay policy. They are normally payable from 1st August each year, subject to at least 3 months satisfactory performance in the specific reporting year (April to March).
Pension Scheme
The Council’s pension scheme is operated through the Northern Ireland Local Government Officers Superannuation Committee.
Probationary Period
The appointment will commence with a probation period of six months which may be terminated at a month’s notice by either side during the period.
Annual Leave is 25 days per annum (pro rata) and the leave year runs from 1st March to 28/29th February.
Hours of Business
Office Hours
Monday to Thursday 9.00am to 5.30pm
Friday 9.00am to 5.00pm
Flexi-Time
Monday to Thursday 8.00am to 6.30pm
Friday 8.00am to 6.00pm
(Including one hour for lunch every day)
The post holder may be required to work outside the Arts Council’s normal office and flexi-time hours.
Office Location
The post is based at the Arts Council’s headquarters, 77 Malone Road, Belfast.
3. Closing Date
The closing date for receipt of completed applications is 5.00pm on Friday 2nd November 2007.
It is the responsibility of the applicant to ensure that sufficient postage has been paid to return the form. We will not accept any application where we are asked to pay any shortfall in postage.
The completed Application Form and Recruitment Monitoring Form should be returned in an envelope marked CONFIDENTIAL and must be addressed to:
The Human Resources Officer
Arts Council of Northern Ireland
MacNeice House
77 Malone Road
Belfast BT9 6AQ
Failure to complete and return the Application Form in accordance with the Guidance Notes contained on the reverse of the first page of the Application Form will result in your application being disqualified.
Canvassing will disqualify.
Copies of this job application pack are available in large text or on disk, on written request only, from the Corporate Services Department, Arts Council of Northern Ireland, MacNeice House, 77 Malone Road, Belfast BT9 6AQ or by email from registry@artscouncil-ni.org
4. Shortlisting
Initial shortlisting will be carried out using the Essential requirements in the Person Specification. Should further shortlisting be necessary, the Desirable requirements will be applied in the order shown.
5. Interviews
The interviews for this post are scheduled to be held late November/early December 2007.
The Arts Council will treat all information and documents supplied in support of this application as strictly confidential unless required to disclose such by a statutory body in connection with any claim which may arise out of the appointment.
PERSON SPECIFICATION
Essential
1. STANDARD OF EDUCATION
Educated to at least ‘A’ level standard or equivalent plus English (Language) and Mathematics to at least GCSE (Grades A-C) standard or equivalent.
2. ADMINISTRATIVE EXPERIENCE
You must be able to demonstrate a breadth and depth of experience across the principal duties of this post. To demonstrate this you will probably possess at least the equivalent of 2 years full time experience within the last 5 years in a similar role/post involving general administrative duties which included the administration of projects, schemes and initiatives, verification of data input and the maintenance of manual and computerised record systems.
3. DEPARTMENTAL SUPPORT
Previous experience of the provision of complex secretarial-type support including the preparation of correspondence, reports and minutes and good telephone skills.
4. MEETINGS
The ability to organise meetings, prepare papers, participate, and record the outcomes.
5. ORGANISATIONAL SKILLS
The ability to organise, promote and administer events/programmes
6. IT SKILLS
Significant expertise in the use of standard IT packages including MS Office and Excel (and, optionally, MS Access) plus email and the internet.
7. EQUALITY OF OPPORTUNITY
An appreciation of equality of opportunity issues.
8. HOURS OF WORK
The post holder may be required to work outside the Arts Council’s normal office hours.
Desirable
9. EXPERIENCE
Two years full time experience within the last 5 years in a similar role
10. GRANT ADMINISTRATION
Previous experience of administering the disbursement of grants or benefits.
11. ARTS
Familiarity with the arts in Northern Ireland.
JOB DESCRIPTION
Objectives of the Post
• Provide a high quality administrative and secretarial support service within the Re-imaging Communities team.
• Ensure effective communication within the team and with clients and external bodies.
• Assist with the operation of designated schemes and projects and processes.
Scope of Responsibility
The post holder will be responsible to the Project Manager of the Re-imaging Communities.
Principal Duties
The following gives an indication of the main duties and responsibilities of the post. These may change over time. The post holder will be expected to work flexibly and carry out any work that is reasonably required and appropriate to the grade.
• Provide administrative support in a prompt and professional manner and back-up as required;
• assist with the administration and servicing of grants awarded within the re-imaging communities programme;
• provide initial advice on the re-imaging grant programme and procedures;
• prepare reports, briefing papers and other documentation;
• assist with financial administration of awarded grants under this scheme;
• prepare correspondence for signature by direction or on own initiative;
• maintain filing systems ensuring information is up to date and accurate;
• maintain appropriate records including the organisation’s databases;
• record and distribute mail and other documents for designated officers;
• handle incoming telephone calls, screen and redirect where appropriate and deal with queries;
• diary management of the team;
• initiate and draft agenda, associated paperwork and minutes for meetings as required;
• set up and make arrangements for meetings;
• attend and service meetings as and when required;
• provide cover for colleagues during periods of absence;
• support the implementation of the Arts Council's policy in relation to its statutory compliance functions;
• undertake any other appropriate duties which may reasonably be allocated from time to time.
Other Duties (post specific)
• Maintain relevant databases;
• organise seminars and event management associated with the Re-imaging programme.
