23495 - Northern Ireland Office - Band D Assistant Private Secretary to the Special Advisers
NORTHERN IRELAND OFFICE
Band D Assistant Private Secretary to the Special Advisers
London, 1 Horse Guards Road or Belfast, Stormont House, Stormont Estate
2 Year Fixed Term Contract
APPLICATIONS INVITED FROM:
This post is advertised to the external market and existing Civil Servants
GUARANTEED INTERVIEW SCHEME:
The Northern Ireland Office operates the Guaranteed Interview Scheme, details of which are attached to the application form for this post.
All candidates are expected to demonstrate how they meet the essential and desirable criteria in the additional information section, as well as each competence. Further appointments may be made from this competition should NIO positions become vacant which have similar duties and responsibilities. Please complete your application form as requested via the recruitment portal, but do not submit a CV.
15 January 2019
This post offer an opportunity to work at the centre of the Northern Ireland Office, and become a part of the Private Office Group.
The NIO private office group is led by the Principal Private Secretary to the Secretary of State and provides support to each of the NIO’s Ministers, the Permanent Secretary and the Senior Leadership Team. The private office team is a friendly and flexible unit, with the post holder expected to provide support across the team as required. The post-holder will need to be a proactive self-starter; and effective communicator who can make linkages across the whole of the department.
We are a small and friendly department of approximately 160 staff. Due to our size we are able to offer staff more exposure to ministers and the opportunity to work on a far wider portfolio of responsibilities than might be the case in a larger department. This creates an interesting, though often challenging, work environment.
The Northern Ireland Office strives to be an inclusive employer and is recognised by its staff and externally as being an employer where Diversity and Inclusion are valued.
We were accredited as a Disability Confident Leader in autumn 2017.
In March 2018 we won the award for Best Employer for Diversity & Equality in Northern Ireland (small employer category) in a Gala Award ceremony hosted by Legal-Island, a multi-award winning workplace compliance company based in Northern Ireland.
We have an active D&I network supporting colleagues through D&I Advocates.
We want all our people to feel valued for who they are and we are confident that you will find the NIO a warm, welcoming and inclusive place to work.
DUTIES AND RESPONSIBILITIES:
The purpose of the APS to the Special Advisers role is to manage their diaries on a day-to-day basis to ensure that the Special Advisers’ time is managed effectively and they are able to meet their strategic objectives. This includes scheduling meetings, telephone calls and arranging visits.
The APS will need to: take the initiative and seek advice on meeting requests, as well as proactively making decisions on when to schedule meetings; and be confident in changing meeting arrangements at short notice and juggling the diary when required. There is a requirement to make recommendations on cost effective travel and accommodation arrangements and other meeting arrangements as required. The APS will need to work closely with the Secretary of State’s team and the Private Secretary to the SpAds to ensure SpAds are using their time effectively and supporting the Secretary of State. This will also involve liaising with a wide variety of people both in writing and verbally, and arranging meetings. There may also be a requirement to arrange agendas, commission briefing, circulate papers, take minutes and circulate actions. The APS to SpAds will also contribute to the working of the wider Private Office Group by undertaking ad-hoc projects with the support of the business.
- Use own initiative to actively manage the diary including scheduling internal and external meetings, visits, attendance at events and managing time effectively;
- Effective inbox management and triage of incoming queries;
- Make decisions/recommendations on cost effective travel and accommodation arrangements as required;
- Deal with phone and email enquiries on behalf of Special Advisers, both internal and external, and directing as appropriate;
- Effective maintenance of the internal electronic filing system; and general information management in the office
The post-holder will be able to demonstrate experience of:
- Managing competing priorities,
- Engaging with a range of internal and external stakeholders,
- Excellent oral and written communication skills and strong planning and organisational skills.
Experience in private office type environment(s) would be welcome, or otherwise a demonstrated ability to show resilience in a fast-moving office environment.
The personal competencies required are consistent with the competency framework for the Band D. For this post the candidate will be expected to demonstrate some or all of the following key competencies:
- Delivering at Pace
- Collaborating and Partnering
- Making Effective Decisions
- Managing a Quality Service
For the essential and desirable criteria, please use the ‘Additional Experience and Skills’ section of the online application form to set out your evidence of meeting this requirement. Do not use this space to duplicate the evidence of how you meet the competences, as this information should be provided at the ‘Competence Questions’ section of the online application form.
Security clearance to SC level will be required for this post. Candidates must either hold SC level it or be willing to acquire it.
An eligibility sift will be carried out on the basis of the information contained in the application form. It is therefore important that all applicants demonstrate in their application how and to what extent their competences are relevant to the above criteria. Those candidates who do not clearly demonstrate that they meet the experience and competences will not be invited to interview.
PAY AND ALLOWANCES:
The successful candidate will adopt the terms and conditions of the NIO for the length of their appointment.
Neither Detached Duty terms nor relocation costs will apply to this post.
The NIO offers a pleasant, modern work environment which allows consideration of a range of flexible working arrangements which support a good work/ life balance. These include flexible/ alternative working patterns, part-time and job-share options.
- interest-free season ticket and bicycle loans
- Reward & Recognition scheme
You can apply for this post through the Civil Service website at: civilservice.gov.uk. Once logged onto the site go to the civil service jobs page and then search for jobs in the Northern Ireland Office where the application form can be found.
Additional information received after the closing date will not be considered. Failure to provide sufficient information in support of an application prior to the closing date will not be considered as grounds for an appeal if an applicant is not short listed for interview.
Applicants who, because of disability, need assistance in completing the application form should contact MoJ Shared Services on 0845 010 3512.
All applications for employment are considered strictly on the basis of merit.
This job description should not be taken as constituting conditions of employment.
Please note that due to the high interest in NIO vacancies, feedback cannot be given if you are unsuccessful at sift stage. Feedback is available on request if unsuccessful following interview.
Further information on civil service careers can be found at www.civil-service-careers.gov.uk
Working Arrangements & Further Information
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
The MoJ offers a range of benefits:
Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.
15/01/2019, 23:55 hours.
Closing Date: 15th January 2019 at 23.55 hours
If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Mojfirstname.lastname@example.org Please quote the job reference.
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).
If you do not meet the above requirements, you may still be considered if, for example:
- You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
- You were studying abroad
- You were living overseas with parents
In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
In the event of a large number of applications, we reserve the right to undertake the following processes:
- An automated online test where a benchmark must be passed to progress;
- A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.
During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.
This Vacancy is closed to applications.