Vacancy - Departmental Support Officer |
19/06/2008
Departmental Support Officer
Assistant Finance Officer
APPLICATIONS CLOSED
DEPARTMENTAL SUPPORT OFFICER
ARTS DEVELOPMENT DEPARTMENT (Ref: 08/11)
Full-time, Permanent
1. Introduction
This post is for a Departmental Support Officer in the Arts Development Department.
2. Terms and Conditions
Salary Scale: £16,863 - £20,717 (Aug 08 £17,668 – £21,132)
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 offers a contributory pension scheme 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 Twenty five working days per annum. The leave year runs from
1st March to 28/29th February.
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)
A flexi-time scheme is in operation within the Arts Council. The successful applicant must be willing to work within the flexi-time hours. The person appointed may be required to work outside these hours.
Office Location The post is based at the Arts Council’s offices, 77 Malone Road, Belfast.
3. Closing Date
The closing date for receipt of completed applications is 5.00pm Friday 4th July 2008.
The completed Application Form and Recruitment Monitoring Form should be returned in an envelope marked CONFIDENTIAL and must be addressed to:
The Monitoring 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 administration@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
Interviews for this post are scheduled to be held but this date is subject to possible change.
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.
JOB DESCRIPTION
Objectives of the Post
• To provide a high quality administrative and secretarial support service to the Directors of Arts Development and Strategic Departments.
• To ensure effective communication for the Directors, the Arts Council and external bodies such as Department of Culture, Arts & Leisure (DCAL) and Department for Culture, Media and Sport (DCMS).
• To assist with the operation of designated schemes, projects and processes.
Scope of Responsibility
The post holder will be responsible to a nominated Director.
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.
• Act as the first point of contact for telephone calls to the Directors, screening calls, enquiries and requests, and handling them when appropriate;
• to provide comprehensive administrative support including co-ordinating meetings and making appropriate travel and event booking arrangements;
• provide general administrative support and back-up as required including the production of presentation materials (e.g. Powerpoint);
• pro-actively manage electronic diaries, appointments and bring forward systems;
• to record and distribute mail and other documents for designated Directors;
• to prepare reports, briefing papers and other documentation;
• to attend to work of a confidential nature for the Directors, prepare correspondence for signature by direction or on own initiative;
• to operate an effective centralised filing system;
• to carry out background information searches and present summary findings;
• to act as the first point of contact in the Council’s Funding Review Procedure and ensure that all requests are logged, followed up and a monthly draft report produced;
• to manage the Council’s Complaints Procedure process and ensure that all requests are logged, followed up and a monthly draft report produced;
• to manage the Partnership Purchase Scheme (PPS) audit;
• to set up and provide appropriate services for meetings held by the Directors;
• to attend and service meetings, including minute taking, as required;
• to provide cover for the PA to the Chief Executive/Executive Assistant to the Council as and when required;
• to support the implementation of the Arts Council’s policy on equality of opportunity;
• to undertake any other appropriate duties which may reasonably be allocated from time to time.
PERSONNEL SPECIFICATION
Essential
1. Standard of Education Educated to at least ‘A’ level or equivalent plus English (Language) and Mathematics to at least GCSE (Grades A-C) standard or equivalent.
2. 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 a minimum of 2 years full time equivalent experience within the last 4 years in:
2a. Complex secretarial-type support including the preparation of correspondence, reports and accurate minutes and the handling of telephone calls in a professional and efficient manner.
And
2b. Comprehensive Administrative support including the management of electronic diaries, appointments and bring forward systems, servicing meetings, arranging travel and event booking arrangements.
3. Planning and Organisational Skills: The ability to plan, organise, anticipate requirements well in advance to support the smooth running of the Directors’ workload.
4. Confidentiality: An understanding of confidentiality issues and the use of discretion.
5. IT Skills: Significant expertise in the use of standard IT packages including Microsoft Word and Excel (and, optionally, MS Access).
6. Equality of Opportunity: An appreciation of equality of opportunity issues as they relate to both access to the arts and employment.
7. Hours of Work: The post holder must be willing and able to work outside the Arts Council’s normal office hours.
Desirable
8. Experience: 2 years full time equivalent experience within the last 4 years in :
8a. Complex secretarial-type support including the preparation of correspondence, reports and accurate minutes and the handling of telephone calls in a professional and efficient manner.
And
8b. Comprehensive Administrative support including the management of electronic diaries, appointments and bring forward systems, servicing meetings, arranging travel and event booking arrangements.
9. Meetings: The ability to organise meetings, prepare papers, participate, and record the outcomes.
10. Communication/Interpersonal Skills: Good oral and written skills, the ability to deal effectively with people and to respond to enquiries.
11. Arts: Familiarity with the arts in Northern Ireland.
Arts Council Overview (Rich Text, PDF)
Arts Council Organisational Chart (PDF)
