Clerical Supervisor

Your new company
Hays are partnering with the Northern Ireland Assembly to recruit for a Clerical Supervisor – Clerking

Your new role
You 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. Procedural work covers supporting the legislative process, and servicing and supporting the work of the Assembly including plenary debates and committee meetings. Staff carrying out procedural work deal frequently with Members of the Legislative Assembly (Members), as well as a range of other internal and external stakeholders.

Corporate work is focused mainly on supporting the day to day running of the Assembly and includes work carried out by a range of business areas. Clerical Supervisors may rotate between any of the Clerical Supervisor positions within the different business areas and Directorates. The organisation chart on the recruitment website provides further details.
Job Description:The main duties and responsibilities of the post are:

•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.

What you'll need to succeed
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 listed below:

OR

Four years’ experience in each of the following:

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

b) Communicating accurately and clearly (both in writing and orally) complex or detailed information to stakeholders such as colleagues, managers, customers or members of the public.

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

d) Effectively using Microsoft Office to manage information, create documents and assist in providing a quality service to stakeholders such as colleagues, managers, customers or members of the public.

What you'll get in return

• £18.05 per hour
• Must be immediately available to start
• Hybrid working
• Online timesheets

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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